The DCD – Operations
will provide strategic leadership and management in developing the Concern
Universal programme in Malawi. After a sustained period of growth in scale of
operations, s/he will spearhead a major review and renewal of Concern
Universal’s finance and administration systems and processes. Particular attention
will be paid to ensure full cost recovery, donor compliance and effective
linkages with programme team colleagues. S/he will be expected to work closely
and co
ordinate with the rest of the Senior Management Team.
Duties and
Responsibilities
Financial Management:
- Ensure
that Concern Universal’s financial procedures are complied with in all
programmes and good systems are developed to accommodate the needs of
those programmes. - Prepare
regular reports on the financial status of the programme. This will require
managing cash flow and ensuring sufficient funds are available for the
smooth operation of programmes and projects. - Manage
the performance of staff in line with job descriptions and Concern
Universal policies and evaluate performance against agreed objectives.
This will include training and briefing staff on donor and internal
procedures. - Carry
out oversight and supervisory function in budget preparation,
authorisation of payments, cash and bank book maintenance. - Ensure
there is effective oversight of all day-to-day financial tasks including
preparation and processing of petty cash vouchers and reconciliations,
cheque preparation and register, reconciliation of bank to cash
statements, debt and payroll management. - Prepare
timely and accurate monthly, quarterly, and year-end budgets and financial
reports for each programme. - Ensure
core budget oversight and that the Country Programme achieves core cost
recovery targets. - Assist
budget holders in programme budget management and donor reporting,
including developing 1 and 3 year funding horizons and income projections. - Ensure
controls are in place for the security of cash, consumables and fixed
assets. - Support
in developing and appraising financial aspects of project proposals. - Lead
all staff on financial and project administration policy and procedure and
provide managers with up to date financial information. - Perform
periodic monitoring visits to field and partner offices. - Accommodate
internal and external audit processes. - Support
and advise the Country Director in all finance and administration
decisions, and prepare timely and useful management information. - Ensure
compliance with donor contract requirements. - Ensure
a strong control environment and manage the audit of the Country Programme
and of projects, as contractually required.
Human Resource
Management
- Recruit
and select all new staff, in conjunction with the Country Director. - Ensure
compliance with all national laws including Malawi’s Labour & Tax
Laws. - Ensure
existence of a valid contract and up-to-date job descriptions for all
staff. - Ensure
annual appraisals are performed and objectives agreed with all staff. - Maintain
all HR records, including those relating to staff contracts, annual leave,
performance appraisals, and emergency contacts - Manage
the process of updating National Staff Terms and Conditions and ensure
compliance with terms contained therein.
· Ensure staff
compliance with all policies and guidelines, including those relating to Health
& Safety, Security, and Discrimination.
· Build capacity of
direct reports and local partner finance staff.
Logistics, IT &
Procurement
· Ensure all
vehicles are roadworthy and are adequately insured and maintained.
· Manage all
property leases and maintenance of buildings and grounds.
· Manage all travel
arrangements, including allocation of road worthy vehicles to journeys for
programme implementation and availability of drivers for the journeys.
· Responsible for
ensuring implementation and adherence to Concern Universal’s (and donor) Procurement
policy.
· Ensure efficient
use of resources and value for money procurements; managing banking and vendor
relationships and accounts.
· Ensure the
integrity and confidentiality of data entry and reporting, with accurate
documentation filing and management.
· Oversee the
purchasing, cataloguing and maintenance of the organization’s assets; and that
these are effectively maintained.
· Develop and manage
the office’s information management system, integrating both paper and
electronic data.
· Supervise
day-to-day IT systems by engaging maintenance and service contractors.
· Oversee all filing
and archiving of records, both electronically and hard copies.
· Monitor security
situation and report to senior management as necessary.
· Any other duties
that may be assigned by the Country Director.
Person Specification
Qualifications
- Professional
qualification in Accounting (CPA/ACCA/CIMA) or Finance Management
Experience
- At
least 7 – 10 years’ experience in a Financial Management position - At
least 7 – 10 years’ of progressively responsible staff and office
supervisory experience, including direct supervision of a staff team and
evaluation of performance and deliverables. - At
least 5 years’ experience supervising an organisation’s administrative
systems and processes (HR, procurement, contracts management, logistics
and IT). - Demonstrable
experience of improving administrative systems and processes - Experience
or familiarity with the NGO sector, especially with major donor financial
reporting and auditing requirements. - Experience
of working in a developing country.
Professional skills
- Strong
computer skills and working knowledge of IT systems and processes. - Proven
knowledge of computerised accounting systems software packages. - Experience
of training and transferring skills to other staff members (workshop and
one-to-one coaching). - Proven
ability both to solve complex accounting problems and communicate
effectively on these with non-specialist staff. - Excellent
organizational and leadership skills and strong track record of meeting
deliverables and deadlines. - Strong
leadership skills and demonstrated ability to hold staff accountable.
Personal skills and
attributes
- Fluent
in written and spoken English. - Strong
communication and interpersonal skills, ability to work well in a diverse
team. - Ability
to work independently and prioritise effectively to achieve results and
solve problems. - Keen
attention to detail. - Driven
and self-motivated with a positive outlook and a flexible and adaptable
disposition. - Ability
to interact respectfully and professionally across cultures and a
commitment to humanitarian values.
To apply for this
position, candidates must submit a completed Application Form to olivia.sawyer@concern-universal.orgby 29 April 2015.
Please visit www.concern-universal.org to
download the Application Form. If you have difficulty accessing it, then
contact us at the above e-mail address.
Shortlisted
candidates will be invited to initial telephone interviews. Please note that
only shortlisted candidates will be contacted.
Malawian
nationals are strongly encouraged to apply
