Head of Finance
RI , Tehran, Iran
Position: Head of Finance
Reports to: Country Director, with technical supervision from the Regional Finance Manager
Position Summary: Country Head of Finance is accountable for the strategic direction and leadership of all Finance and Administrative functions of the Country Program. He/she will also have responsibility for ensuring that all financial transactions for the Country Program are accounted for and documented accurately. He/she will be responsible for ensuring that all RI accounting procedures are followed and budgets are adhered to; all donor and internal reporting requirements and deadlines are met; cash is controlled and accounted for in a timely manner in accordance with RI, donor and audit requirements.
ESSENTIAL RESPONSIBILITIES AND DUTIES:
Financial Accounting and cash flow management
Ensure that effective systems are put in place and regularly reviewed to allow adequate financial management and control. Including cash and cash flow management, expenditure procedures, especially around procurement and cost allocation.
Providing direction and support to Field offices including analysis and monitoring of the monthly financial reports and result base reporting and performance monitoring.
- Establishing processes and procedures to ensure daily Payment voucher processes and daily entries to financial system. Performing quality reviews and analysis of monthly, quarterly and annual financial reports of the country office including performance analysis in the following areas: balance sheet, income statement, cash, grants/contracts, actual expenses vs. budget, forecasting and budgeting, adequacy of adherence to generally accepted accounting principles and RI financial procedures
- Being accountable for local partner due diligence and partner monitoring and reporting.
- Being accountable for accurate booking of partner expenses in the system.
- Being accountable for verification of costs submitted by Implementing Partners.
- Develop standard processes for reconciliation of deliverables (Cash, kits, etc.).
- Being accountable for reconciliation of deliverables and compliance of related documents.
- Prepare monthly financial accounts and present them to the Country Director and SMT and get approvals of Country director on reconciliations based on deadlines provided by regional office.
- Implement and maintain systems to ensure that cash is controlled and accounted for in an accurate and timely manner in accordance with RI, donor and audit requirements.
Accountable for verification of Request for Funds and submitting on time to Regional office and tracking the fund requested and received.
Supporting the country office as a member of Core SMT team. Being accountable for budget management and tracking key performance indicators. Developing standards for establishing budgetary allocations, preparing monthly financial reports and presenting to Core SMT members.
Review and finalize proposal budgets and serve as primary liaison from finance department during the project period and grant management cycle, including project kick off and mobilization, Implementation, budget follow up, fund transfers and project close out and reporting.
- Head of Finance is accountable for preparation of Budget Versus Actual (BVA) reports from NS system. BVAs Should be submitted to country director and Program managers based on the deadlines provided by RSO.
- Head of Finance is responsible to actively participate in BVA meetings with PMs and support country FM in discussing the compliance issues of each grant and monitoring the budget on monthly basis and ensure appropriate cost allocations. Head of Finance is accountable to finalize the BVA Checklist.
- Review and approve budget modifications, No cost and cost extension budgets in close coordination with country finance manager and project managers.
- Ensuring compliance with donor rules and regulations. Perform compliance reviews of donor financial reports and finalizing the reports for submission. Produce insightful management tools and reports, including costs analysis and forecast periodically.
- Being accountable for tracking co-financing for all projects.
- Being accountable for tracking receivables of all Grants, updating receivables file and submitting to regional office based on timelines shared.
Being responsible for finalizing spend down plans on monthly basis in coordination with Program, HR and Operation team.
Internal Controls and Audit:
Create professional atmosphere, systems and SOP to work with other departments within RI country offices.
Serve as primary liaison from finance department related to countries internal and external audits during the fiscal year, including audit preparation, audit and post audit time. Support RI Internal audit and risk assessment in country offices. Provide support in proposing and implementing corrective action plans and response to audit finding.
- Assist Project Managers in ensuring compliance with RI procurements and field accounting policies and procedures, compliance with donor agreement and audit requirements.
- Ensure that all financial records and backup documentation have been archived to cloud server electronically on monthly basis.
- In coordination with the Country Director and supported by the Regional Finance Manager, coordinate and oversee all internal and external audits including ensuring that all financial records and backup documentation are ready and available.
- Ensures compliance with local government Tax Law and tax reporting.
- Follow up on action points agreed in meetings with the SMT and provide updates in the subsequent meetings.
- Orient finance staff on reducing book-keeping errors during the course of internal audits.
- Be responsible to adhere/ Comply with approved organizational policies and procedures
Providing support to External auditors where necessary and conducting of follow ups on external audit management letter.
Policy, Strategy and annual budget Development
Prepare yearly objectives for Iran finance department in coordination with Field finance staffs and Country Director.
Developing segregation of finance duty within Country Office.
- Ensure effective resource management and maximize cost effectiveness and value for money throughout the program.
Lead the annual financial operational planning process in close collaboration with the Country Director and supported by the Regional Finance Manager with monthly follow ups and updates and actively participate in decision makings regarding org structure.
Systems and Capacity Building:
Works closely with the Country Director and other departments to implement, improve and maintain administrative and financial management systems and structures. Documentation of all controls, SOPs and procedures. Capacity building of in-country finance team and partners for developed systems and SOPs. Ensuring skills and systems are transferred to local finance team.
Develop Cash flow management system and train Country FM to be responsible for cash flow managements.
- Train local country team for donor rules and regulations. Train country FM for compliance reviews of donor financial report, proposal budgets and budget modifications.
- Creating systems based on RI finance manual and working on country contextual policies and exception in coordination with country finance.
Being responsible to perform skill assessments of Country Finance manager and Finance coordinator and create and track training plans to ensure full achievements of the training objectives.
Human Resources and Development
Developing training materials for capacity building of local staffs. Being responsible to finalize the training plans of each member of finance team and train the team on the tasks they are responsible to perform.
Oversee the country Finance department, providing leadership to the Senior Finance Officers and Finance Officers and other field offices finance staff.
- Proactively identify and act upon deficiencies and areas for improvement in the in-country Finance team, providing training and other capacity-building where necessary to ensure that finance staff capacity is continuously developing.
- REQUIRED SKILLS AND COMPETENCIES:
- Master degree minimum in Finance or related area
- Chartered Accountant or CPA equivalent preferred.
- At least five (5) years’ experience at a senior Finance level in NGO or non-profit organizations and familiarity with international donor agencies and Governments grants administration
- Previous INGO overseas experience as in-country Finance Manager highly desirable.
- Excellent financial and analytical skills
- Experience with NetSuite desirable
- Excellent verbal and written communication and drafting skills for effective reporting on programme financial performance
- Ability to manage a financial/monitoring team including in remote locations and demonstrate leadership
- Ability to monitor and evaluate financial and monitoring skills of partner organizations and provide capacity-building
- Ability to operate in a cross-cultural environment requiring flexibility
- Prior knowledge of the region an asset; prior experience in Iran desirable
- Ability to operate Microsoft Word and Excel.