Finance and Administration Manager
Job Summary: The Finance and Administration Manager is the head of the finance and administration team and is responsible for overseeing transactions and reporting at the national level and ensures that the organization’s financial statements are accurate at all times.
Reports to: Country Director and Chief Financial Officer (based in Canada)
Location: Hlotse/Maseru
Main Roles and Responsibilities:
Financial Management
- Oversee overall financial system implementation including controls and standards by maintaining strong system of internal controls;
- Ensures that accurate statements are presented by the 15th of each month to the Chief Financial Officer as well as internal reports on financial indicators for the organization as required;
- Responsible for ensuring that all necessary financial reports are submitted to HL head office in Canada in a timely and accurate manner;
- Ensures that all bank accounts are properly reconciled and handles all bank correspondence;
- Prepare annual Lesotho budget, including the centers and projects in consultation with the Chief Financial Officer and the Country Director. Oversee spending and track against approved budget;
- Manages the development, implementation, and monitoring of internal control processes in collaboration with the Chief Financial Officer;
- Ensures that accounts payable and receivable are properly reconciled and that payments are received or made in a timely manner. This includes employee travel advances and salary advances;
- Advises when funds transfers are needed and prepares funds transfer requests for transfers from one account to another as needed and from HL head office in Canada to HL in Lesotho;
- Trains staff and volunteers to perform finance functions as needed and if requested;
- Ensures all internal audits are performed effectively
- Conducts regular petty cash checks at national office; and
- Facilitate external audits in collaboration with the Chief Financial Officer, as well as financial micro-assessments or evaluations.
Administration
- Provides supervision, management and capacity building for finance and administration staff;
- Supervise and develop admin staff and ensure the efficient running of the office, including regular staff meetings for oversight and effective planning, adherence to deadlines and execution of responsibilities;
- Ensures that the organization’s fixed assets are being properly used and maintained and maintains the fixed asset register;
- Ensure Administration policies and procedures are in line with best practices and compliant with Help Lesotho policies.
- Responsible for making sure that all the HL vehicles, equipment, property and premises insurance covers are valid at all times. S/he will be responsible for notifying the insurance companies in case of any accident and or emergency.
- Ensures proper supervisor of the IT management (internet, back up, anti-virus, equipment maintenance);
- Responsible for ensuring that Help Lesotho buildings and/or premises are well maintained ensuring proper security, inside and outside buildings maintenance at all times;
- Prepares Help Lesotho office and residential rental contracts and their renewals including working with the landlords to ensure they are well maintained.
- Ensure that fleet management runs effectively and efficiently.
Grants
- Prepares and/or reviews proposal budgets for grants or funding applications;
- Reviews grants agreements and provide feedback to the Country Director;
- Maintains an accurate up-to-date list of donors to the organization and prepare required financial reports;
- Coordination of separate grants’ financial activities to ensure compliance with donor and corporate requirements;
- Lead grants accounting and management to ensure full compliance with HL internal and donor requirements;
- Ensure proper grant documentation such as signed agreements, approved budgets, grant amendments and grant compliance checklist are maintained at all times;
- Review and analyse grant monthly expenses while using the same as a monitoring tool to advise the management on expenditure trends;
- Maintain updated funding matrix once commitment/agreement is signed with the donors; and
- Facilitate grants external or independent audits, as well as micro –assessment or evaluations.
Procurement
- Manages the procurement and disbursement processes ensuring compliance as per the finance and procurement procedures;
- Manages annual update of vendor register ensuring it is up to date at all times;
- Reviews quarterly procurement reports and a suppliers’ performance database and report to the country director any action required; and
- Prepares Help Lesotho vendor contracts such as offices rental, fuel, security and ensuring renewals are done on timely manner.
Human Resources
- Prepares payroll and ensures statutory and provident fund deductions are paid on time with properly and timely filling of documentation;
- Performs staff performance appraisal including support to staff to ensure professional development in the finance and administration department; and
- Assist the Country Director with human resources function and as requested.
Other
- Represent Help Lesotho at appropriate meetings on financial matters, proposals or reporting;
- Any other tasks as required by the Country Director and/or Chief Financial Officer;
Required Skills and Qualifications:
- Bachelor’s degree in accounting/ finance or other similar qualification;
- Chartered Accountant/CPA/ ACCA;
- Teamwork and management skills with exceptional leadership skills and ability;
- Minimum 5 years’ experience in accounting and financial management preferable in the NGO/Humanitarian sector;
- Minimum 5 years’ experience managing large grants (USAID/E-U/CIDA etc) for the not-for-profit sector;
- Experience in accounting software. Experience in QuickBooks is an added advantage;
- Practical knowledge of financial systems and internal financial controls and procedures required;
- Well-developed written and oral skills in Sesotho and English;
- Problem solving skills and ability to work under pressure; and
- Proven expertise in Microsoft Office, including Outlook.
- Should possess a valid drivers license.