Snr. Finance Manager

ABOUT ADRA:

The Adventist Development and Relief Agency is an independent, humanitarian agency established for the specific purpose of providing individual and community development and disaster relief.  ADRA Yemen pursue a mission of changing the world by uplifting one life at a time. ADRA serves more than 118 countries and is present in Yemen since 1995. It has more than 1200 aid workers serving in Yemen making it one of the biggest ADRA operations in the world. Its programs are supported by BHA, The Japan Platform, DANIDA, German Foreign Office, German Humanitarian Aid, Sida, IHA Canada, UNOCHA, WFP and FCDO. It has presence in 12 Governorates in Yemen responding to almost all areas of humanitarian sectors. ADRA Yemen is undertaking programs in Yemen in the fields of health, protection, NFI and food distribution, cash assistance, and livelihoods programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding, and coordination.

SUMMARY:

Under the supervision of the Deputy Finance Director, the Snr. Finance Manager will dedicate 100% of his/her time leading, coordinating and ensuring the high-quality implementation of all activities in finance department for the Donor funded projects, as well as ensuring timely reporting and compliance with donor rules and regulations. S/He will also provide management support in the administration of the financial and physical resources, implementation of internal controls and the general accepted principles of international accounting and active participation in the budgeting processes for current and new projects/programs.

RESPONSIBILITIES:

Snr. Finance Manager will be responsible (but not limited) for the following tasks:

Treasury management

a) Ensure justified bank selection process, open/close bank accounts under the authority of the ADRA Yemen Board and ADCOM;

b) Oversee the management of bank accounts: control, follow up with and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorized signatories.

c) Supervise the management of safes and cash: available amount, balance checks, security instructions.

d) Assess monthly cash-flow needs for projects and areas;

e) Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.);

f) Responsible for processing fund requests to donors whenever it is necessary;

g) Make sure donors are invoiced on time;

Commitment of expenditures, budget control, & Financial Management

Commitment of expenditure – guaranty budget availability and compliance to ADRA Yemen and donor’s procedures before releasing payments:

a) Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ADRA Yemen and donors procedures

b) In close coordination with the Country Operations Manager or equivalent, negotiate terms of contracts including payment schedule & taxes obligations;

c) Ensure that procurement procedures are strictly adhered to;

d) Follow-up commitments and payments;

e) Ensure financial & budget control;

f) Ensure coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates;

g) In close coordination with the HR Manager, ensure that staff contracts are in line with ADRA Yemen salary scale, available budgets and regulations;

h) Review and validate the payroll at the end of each month;

i)Validate partner’s accounting and documentation accuracy and compliance before payment.

Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner

• Analyze/report gaps between planned budgets and actual expenses to ensure variances are appropriately addressed;
• Comply with the flexibility rule;
• Anticipate financial risks, present budget updates and mitigation plans to inform timely ADCOM decision making;
• Analyze monthly financial report by reviewing the ledger on a monthly basis to ensure correct posting and allocation codes.
• Prevent and report any financial and operational loss;
• Take the lead on external audit preparation in support to the country compliance teams;
• Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.

Project financial cycle management

Under the guidance of the Deputy Finance Director develop project budgets and reports – ensure the financial feasibility of projects, respecting ADRA Yemen and donors’ rules and deadlines

a) Gather information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints;

b) Review terms of contract and applicability of terms and conditions to the Yemen context

c) In consultation with the Deputy Finance Director, plan, consolidate, draft & crosscheck with Programs Department (PDD) financial reports when required (ad hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;

d) Follow-up payments from donors and financial project close-out (contract liquidation).

Other related responsibilities

a) Maintain current knowledge of local government requirements related to financial matters and ensure compliance with tax regulations and other legal requirements;

b) Submit monthly, quarterly and annually financial statements of the project to the Deputy Finance Director, the Director of Finance and Administration and the Project Managers for donors.

Administrative

a) Submit timesheets to be approved by the supervisor.