Job
Purpose
Purpose
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 coordinate with the rest of the Senior Management
Team.
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 coordinate with the rest of the Senior Management
Team.
Duties
and Responsibilities
and Responsibilities
Financial
Management:
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
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.
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.
Build capacity of direct reports and local partner finance staff.
Logistics,
IT & Procurement
IT & Procurement
·
Ensure all vehicles are roadworthy and are adequately insured and maintained.
Ensure all vehicles are roadworthy and are adequately insured and maintained.
·
Manage all property leases and maintenance of buildings and grounds.
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.
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.
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 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.
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.
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.
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.
Supervise day-to-day IT systems by engaging maintenance and service
contractors.
·
Oversee all filing and archiving of records, both electronically and hard
copies.
Oversee all filing and archiving of records, both electronically and hard
copies.
·
Monitor security situation and report to senior management as necessary.
Monitor security situation and report to senior management as necessary.
·
Any other duties that may be assigned by the Country Director.
Any other duties that may be assigned by the Country Director.
Person
Specification
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
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
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.
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.
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.
candidates will be invited to initial telephone interviews. Please note that
only shortlisted candidates will be contacted.
Malawian
nationals are strongly encouraged to apply
nationals are strongly encouraged to apply