Deputy Finance Coordinator at Medecins Sans Frontieres (MSF) - Holland

Médecins Sans Frontières (MSF) is an international, private, non-governmental, non-profit humanitarian organization. Our organization offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria since February 1996.

We are recruiting to fill the position below:

Job Title: Deputy Finance Coordinator

Location: Abuja (FCT)
Job Type: Indefinite Contract

Main Purpose

• The Deputy Finance Coordinator will be responsible for supporting the Finance Coordinator through delegated tasks and responsibilities, replacing them in their absence and participating in the implementation and management of finance strategies, policies, the internal control system and all financial administrative and legal issues in order to improve financial management in the mission.
• Note: This job description may be amended in line with the activities or evolution of the Mission.

Generic Job Accountabilities

• An active member of the Country Management Team (CMT), contributing to the mission’s objectives definitions and missions strategic plans.
• Responsible for producing and coordinating the mission’s annual financial budget in the most accurate and realistic manner, together with budget holders and in coherence with the annual operational plan, to update this budget throughout the budget cycle, to ensure budget is relevant and proportionate, and to anticipate changes and challenges and plan accordingly.
• Responsible for the collection of information on resources and for translating them into a budget in cooperation with other CMT members.
• Responsible for monitoring expenses vs. budget on a regular basis, analyse variances, decide on necessary corrective actions together with CMT.
• Produces regular and adequate indicators to monitor financial health of the mission, to produce and share relevant cost analysis.
• Responsible for ensuring compliance with MSF policies and guidelines, adapting to local (legal) context; designing relevant local policies, procedures and tools for optimized management of the mission’s financial resources. Responsible for providing insight on the fin/admin health of the mission (for example by performing a yearly check).
• Responsible for executing the financial funding strategy for the mission, as defined by the HoM in collaboration with the technical referent at HQ.
• Responsible for managing the funding agreements with donors, in particular:
• Coordinate and prepare proposals for donors
• Prepare the financial reports to donors.
• Do donors’ contracts follow-up and analyze the need for amendments, verify financial reports
• Assure reporting conditions are met and stakeholders in the mission are informed of their responsibilities (for example logistics for stock inventory, quotes, etc.)
• Responsible for training & coaching all finance staff in the mission in all aspects related to accounting, finance and budgeting, as well as making key executive staff such as coordinators, budget holders & and relevant managers aware of financial risks and the scope of their financial responsibilities.
• Responsible for assessing and mitigating the financial risks of the mission, ensuring that reliable internal control systems are in place, and financial ethics is respected within the mission.
• Responsible for supervising Services Contracts in the Mission (maintenance, rental of premises, etc.). Draft & check contracts and agreements in line with the existing legal framework, propose on relevant insurance to subscribe, seek legal advice when needed.
• Responsible for checking that the administrative procedures related to taxes and payment of social security obligations are followed, and complying with established legal procedures in the country:
• Is end responsible for the correct payment of wages for staff, ensure correct control levels and to ensure policies and procedures are correctly implemented in projects.
• Responsible for coordinating and ensuring the operation of the treasury for the smooth running of operations at all times and to maintaining as much control as possible about the security risks, in particular:
  • Define minimum levels of cash.
  • Anticipate the planned expenditure (money orders, etc.).
  • Manage local bank accounts and transfer of funds between HQ and the mission, and from the capital to the projects (internal transfers)
  • Manage contacts with banks and/or other financial institutions at Mission level.
  • Monitor the payment of suppliers and staff salaries.
  • Responsible for coordinating and supervising local audits relating to accounting, tax, labour matters as well as promoting internal audits, in order to determine the legality and veracity of the accounts of MSF's mission.
  • Responsible for coordinating and overseeing the monthly and annual closing of the mission accounts, making sure that the accounts correctly reflect the financial reality of the mission.
  • Responsible for ensuring proper management of balance accounts and overseeing monthly preparation of a correct and complete mission balance specification.
  • Responsible for overseeing bookkeeping in capital, monthly closure of capital bookkeeping, payments to suppliers, expat per diem and financial administration.
  • Is responsible together with CMT to implement a relevant organizational set-up of the mission, to ensure that all financial obligations are met, while risks mitigated.
  • Responsible for the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) with regard to the fin/admin staff she/he is accountable for.
  • Ensures all Mission’s staff is briefed on the proper use of MSF resources.

MSF Section / Context Specific Accountabilities
Main Responsibilities:

Cash and Bank:

• Weekly and monthly cash counts while ensuring cash security rules are respected.
• Support the mission on payment authorization procedures and monitor their application.
• Ensuring regular/on-time cash transfers to the Projects as per requested schedule.

Accounting / Monthly Closure:

• Responsible for quality and completeness in book keeping and accounting of projects during closure within the stipulated time.
• Manage expenses for of other missions/sections, specifically the rebilling/invoicing. Ensure correct allocation of expenses.
• Managing the sending of sub account statements within stipulated period, regular closure and responding to queries of sub accounts when required.
• Make OD and HR Journal entries, authorize advances, POs, invoices as per limits.
• Analyze cash disparities and provide technical assistance for their resolution.
• After approval by the Finance Coordinator, close monthly accounts on the 15th of each month and send the reports to the HQ.
• Follow up HQ requests about the accounting and its filing and act upon them.
• Updating mission contract follow-up and making sure contracts are paid on a timely manner
• Generate BCRs for all mission budgets.
• Authorizations
• Authorize system supplier invoices after checking compliance with MSF procedures.
• Authorize expenditure up to the level defined in the authorization procedures

Commitment to MSF:

• Availability for emergencies
• Flexibility to cope with context changes and changes in responsibilities

Security:

• Is aware of security rules and situation in the field at all time

Others

• Propose and act on overall improvements in the department.
• Briefing expats arriving to the mission on security money, sub-account, food pot, per diem, etc.
• Perform other duties not listed above if they are required to ensure smooth functioning of MSF activities.

Requirements (Qualifications / Experience / Knowledge)
To apply for this role applicants MUST meet the following criteria:
Education:

• University degree in Accounting, Finance, Economics or Business Administration

Experience:

• Essential working experience of at least years in relevant and similar jobs (including budget management and team management)
• Experience in MSF Unifield Accounting System or related ERP
• Minimum of 2 years experience as an Administrator and/or Finance Manager within MSF
• Proven training and capacity building experience.

Language:

• Good command of English required.

Knowledge:

• Essential computer literacy (word, excel, power point and internet)

Competencies:

• Strategic vision, Planning and organisation, Teamwork & Cooperation, Leadership, People Management and Development.

Application Closing Date
21st April, 2022.