Overview
The Finance Manager is responsible for finance administration, fiscal management, and financial reporting within the Kosovo National Office, contributing to the overall direction and coordination of the office.
Key Responsibilities
- Assist the Executive Director in managing National Office resources, including work program formulation, resource allocation, and funding gap analysis.
- Provide support and guidance to the Senior Management Team during planning and allocation exercises.
- Monitor implementation of donor agreements and resource utilization, highlighting variances and recommending resolutions.
- Work with program teams to develop plans meeting funding and programming needs, including funding diversification.
- Identify and manage financial risks, developing mitigation plans.
- Ensure appropriate budget authority within the National Office.
- Manage financial aspects of budget development for new proposals.
- Ensure appropriate emergency finance procedures are in place for rapid scale-up.
- Ensure budget holders understand their responsibilities.
- Work with the Executive Director and HR to establish equitable staff compensation policies.
- Manage National Office financial systems and provide monthly budget variance analysis updates.
- Ensure systems are in place for control of assets, funds, equipment, property, and facilities.
- Submit timely financial reports to Centre, NO Board Members, Regional Office, and donors.
- Ensure effective systems for financial management and control, including annual accounts, tax statements, accounting systems, cash management, emergency finance procedures, expenditure procedures, documentation of controls, finance training, and fund availability for sub-offices.
- Monitor accurate and timely submission of financial reports and attachments.
- Ensure proper accounting and closing of books.
- Ensure quarterly effort reporting is prepared and variances are discussed.
- Coordinate submission of control reports and respond to findings.
- Lead and participate in the development of finance policies and procedures.
- Coordinate and assist ED during internal or external audits.
- Ensure all transactions are entered and reviewed in Agresso, with monthly reconciliations completed.
- Ensure monthly financial reviews (MFRs) are prepared, reviewed, and submitted.
- Ensure quarterly financial reports are prepared and submitted to NO Board Members.
- Ensure timely coding of costs.
- Ensure appropriate reviews of expenditure for coding accuracy.
- Ensure clear understanding of shared costs SOF postings.
- Analyze shared costs SOF transactions and correct incorrect postings.
- Review shared costs SOF transactions weekly to ensure timely reallocations.
- Analyze shared costs per cost center on a rolling 12-month basis.
- Ensure SOF budgets are uploaded for activated awards.
- Ensure timely and accurate coding of partner advances/expenses.
- Lead analysis of award portfolio capacity to absorb cost allocation charges.
- Accountable for appropriate financial modeling in the design stage.
- Ensure fair allocation of costs to awards.
- Provide timely management information to Programme leadership.
- Ensure more accurate resource estimates for new projects.
- Assume accountability for all cash management procedures.
- Ensure timely disbursement of payments.
- Ensure reports of present financial situation and forecasting are submitted.
- Ensure instructing SCI Treasury on FX spot trades.
- Accountable for reporting FX transactional and balance sheet exposures.
- Accountable for ensuring compliance with SCA FX minimum standards.
- Accountable for FX accounting, including transactional deals and revaluation.
- Accountable for accounting for investments and loans.
- Accountable for accounting for receipts in various donor currencies.
- Accountable for liaising with SCI Treasury to resolve queries.
- Accountable for managing FX balance sheet positions to minimize revaluation exposures.
- Accountable for liaising with SCI Treasury to minimize transactional FX exposures.
- Ensure coordination with SCI Centre for compliance with Treasury Minimum Standards.
- Ensure the Treasury function is understood and valued.
- Ensure review of accurate accounting of Treasury transactions and internal controls.
- Implement and manage treasury policies and procedures.
- Ensure accurate transaction history and audit trail.
- Lead annual review of local Treasury policies and suggest changes.
- Ensure appropriate staffing within finance.
- Ensure all staff understand and can perform their role in an emergency.
- Manage finance team, define expectations, provide leadership and support, and evaluate direct reports.
- Ensure recruitment, training, and promotion of staff, and availability of professional development opportunities.
- Incorporate staff development strategies and Performance Management Systems.
- Establish result-based systems and follow up.
- Ensure adequate segregation of finance duty.
- Manage staff performance through the Performance Management System, coaching, mentoring, recognition, and documentation of unsatisfactory performance.
Required Experience
- A minimum of 5 years management experience in a corporate or an NGO environment, of which three at a management level within the finance department of a national or international organization.
- Excellent understanding of business and financial planning including strategic modelling.
- Excellent analytical skills – the ability to analyse complex financial data and design and produce effective management information.
- Excellent experience of budgeting and budget management.
- Excellent understanding of financial systems and procedures.
- Strong business acumen and the ability to contribute to strategic decisions.
- Excellent experience of computerised accounts packages, Excel, PowerPoint and Word.
- Experience of general administration work.
- Strong communication and interpersonal skills.
- Ability to manage a complex and diverse workload and to work to tight deadlines.
- Ability to build a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary.
- Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
- A full appreciation of the value of co-operation, both internationally and within a team environment.
Qualifications
- Financial / Accountancy University or equivalent degree strongly recommended.
- Membership of Professional Accountancy body (eg CA, ACMA, ACCA) strongly recommended.
