Role: Finance and Administration Manager
Grade: C Step I
Department: Finance and Administration

Purpose of the job
Oversee the finance activities, financial controls, and computerized accounting systems in line with the LNRCS Financial Policy and procedures. Provide sound financial advice and effective financial management including compliance as well as manage the administrative functions of the LNRCS.
Location
National Headquarters. (The post holder will be expected to travel out of location for official purposes).

1. What does the job holder plan?

Responsible for overall financial management, including budgeting and monitoring of project(s) expenditures; financial reporting and auditing; forecasting expenditures; and maintaining and supervising project accounts, books of accounts, banking and financial operations, and all administrative work.

Specific tasks include:

Team management

• Contributes to human resources planning for finance, fleet, procurement, and warehouse personnel at HQ and related volunteers within the chapters.
• Ensures that all concerned personnel have work and development plans (monthly, quarterly, and yearly) and follows up on the performance of the concerned staff and volunteers regularly.
• Set objectives for the Finance, HR, Procurement, Warehouse, and Fleet teams, delegates tasks and authority as required, and involve, motivate, and follow up with colleagues.
• Trains new LNRCS staff on rules and regulations, and the correct use of available finance management tool
• Ensures LNRCS staff is trained on and follows the LNRCS manuals/procedures such as finance manual, HR manual, procurement manual, etc.

Budgeting and strategic planning

• Contributes to LNRCS strategy planning and development by taking lead of the annual budgeting process and ensuring timely completion and submission to SG and Board for approval
  Consolidate budgets from HQ and chapters and ensure compliance to established rules and regulations, policies, and guidelines.
• Coordinate and advise on budget revisions, reallocation, and project adjustments.
• Assist program staff in quality budgeting and forecasting for projects.
• Oversee and lead annual budgeting and planning process in conjunction with the Secretary-General; administer and review all financial plans and budgets; monitor progress and changes; and regularly but periodically keep senior leadership team abreast of the organization’s financial status.

Financial reporting

Ensure timely and accurate financial reporting regarding:

• Annual consolidated financial reports for the National Society and compliance with organizational policies as well as any relevant government regulations.
• Donor reporting and communication with donors ensuring compliance with grant agreements
  Monthly and quarterly budget follow-ups to management and through management, the board as well as lead monthly budget follow-up meetings with budget holders.
• Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly, quarterly, and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
• Effectively communicate and present critical financial matters to the Board of Directors through the Secretary-General.
• Effectively communicate monthly bank account balances to the Secretary-General.

Treasury management

• Ensure adequate cash flow throughout the year for all activities through timely and proactive cash forecasting
• Quality assured cash requests from chapters to HQ as well as from HQ to donors
• Ensure proper bank and cash management through monitoring movements, reconciliations, and foreign exchange rates, and anticipating and mitigating any financial risks.
  Manage organizational cash flow and forecasting.

Audit

• Adequately plan and facilitate the National Societies’ external institutional and project audits.
  Ensure audit reports are shared with donors and other stakeholders on time in agreement with the Secretary-General.
• Ensure proper follow-up on audit management letter and implement action plans.
• Coordinate and lead the annual audit process, liaise with external auditors and the finance committee of the Board of Directors, and assess any changes necessary.

Accounting

• Ensure all accounts are prepared in accordance with LNRCS accounting policy and in compliance with any statutory regulation/GAAPS.
• Develop a monthly and year-end close plan and procedures as well as ensure that these plans and procedures have been adhered to.
• Ensure all payments are adequately supported with the necessary documents and are in compliance with relevant organizational policies.
• Ensure all financial transactions have been properly accounted for using the correct general ledger and budget codes.
• Ensure proper retention of supporting documents in compliance with donor and statutory regulations.

Internal controls

• Set up water-tight systems and procedures aimed at safeguarding the organization’s assets against loss due to errors or fraud.
• Finance policy custodian; Regularly revises the finance manual & internal procedures as needs arise and with the consent and approval of the Secretary-General.
• Evaluating internal control systems and procedures highlights the shortcomings and implementing necessary recommendations.
• Ensures adequate separation of roles and duties in the Finance Department.
• Puts in place an approval matrix and ensures the limits are strictly adhered to.
• Supervises office (headquarters) asset management, ensures the verification exercise is done on regular basis, that assets are fully registered, and that the register is updated periodically and approved by your supervisor.
• Identifies administrative and financial-related risks, concerns, and constraints and proposes mitigation measures through the implementation of best practices.
• Undertakes financial monitoring in the field to check on compliance and support field finance staff on any challenges faced.
• Update and implement all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual.
• Implement a robust contracts management and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.

Fleet/Procurement/Warehouse

• To plan, coordinate, and organize LNRCS procurement plans and activities in full compliance with LNRCS Procurement Procedures and best practices to enable a high-quality, efficient, and cost-effective procurement process that meets the request of the service users.
• Assist in building the capacity of HQ and field-based logistics & procurement staff on policies and procedures.
• Oversee the development of the vendor list and supplier registration.
• Oversee the logistics & Procurement staff’s daily tasks ensuring that all procurements are carried out in line with LNRCS procurement procedures.
• Oversee the development of framework agreements with suppliers when needed
• Ensure the Logistics & Procurement guidelines are revised as needed.
• Assure the logistics & procurement teams are keeping proper records according to LNRCS guidelines.
• Assist in the design and planning of storage solutions, including warehouses both at HQ and field locations as needed.
• Ensure there is a clear-cut understanding of roles, responsibilities, lateral relationships, and accountabilities.
• Presence and participation in meetings, workshops, and consultations
• Perform other work-related duties and responsibilities as may be assigned by the line manager or the Secretary-General.

2. What are the outputs and deliverables?

• General departmental work plans and individual staff work plans were developed.
• Annual National Society budget developed.
• Quarterly and annual financial reports of the National Society prepared.
  Monthly bank balances for ALL accounts of the National Society processed and submitted to the Secretary-General.
• Preparation and submission of periodic project financial reports.
• Adequate cash flow at the National Society assured.
• Management of finances at the Chapter level improved.
• National Society’s financial risk matrix is prepared, monitored, and updated when required.
• Annual National Society general audit and where necessary, project audits conducted.
• Departmental financial approval matrix developed.

3. To whom does the job holder report?

The post holder reports to the Secretary General of the Liberia National Red Cross Society.

4. Which team(s)/post(s) report to the job holder?

The Finance and Administration Manager will have direct responsibilities and oversight over the following team(s) and or post(s);

At the National headquarters;

All staff in the Finance Department.
Staff in Procurement Unit, Warehouse, and Fleet.
Contractors/Consultants that are hired in the country to work for the LNRCS in particular as it relates to finance and financial matters.

5. Criteria for success relative to this post.

Timely implementation of agreed actions (project activities and other assigned tasks).
Timely submission of good-quality reports and other documents

6. What are the primary linkages (relationships) for this post?

The primary linkages for this post are:

• All Chapters Field Officers in the fifteen counties of the country.
• All units (departments) at the National Headquarters, in particular; Programme, National Society Development (NSD), Human Resources, Finance, Communication, Logistics (Fleet), and Internet Technology (IT).
• Representative offices for national and international non-governmental organizations, community-based organizations, and community structures in the county.
  The Finance and Administration Manager will also have relations with the Finance Departments of the Freetown Cluster Office and the ICRC Coordination Office in Abidjan, Cote d’Ivoire.

7. Leadership behaviors.

• Be able to coach and build the capacity of the volunteers at the Chapter and support staff in the Country Office.
• Communicates clearly and effectively
• Have strong team-building and motivational skills
• Possess strong negotiation, facilitation, and influencing skills
• Be able to set up and lead effective teams

8. Specific skills for the post.

• Knowledge of and experience in applying accounting procedures and protocols in budget administration and financial forecasting, analysis, and reporting.
• Excellent organizational skills, and demonstrated ability to create and implement new systems that keep the LNRCS running smoothly, while also accounting for differing work styles and remote locations of staff.
• Strong donor and funder management experience
• Excellent written and oral communication, presentation, and negotiation skills.
• Demonstrated capacity to think strategically with expertise in complex problem solving, decision making, and critical thinking skills.
• Proficiency with computerized financial systems, such as accounting programs, databases, payment processing, excel spreadsheets, and payroll services.
• Experience in preparing for and coordinating financial audits.
• Ability to work remotely, with little supervision, and able to meet deadlines comfortably.
  Fluency in English.
• Experience in scheduling and organizing events.
• Flexibility, adaptability, and willingness to take on a wide range of tasks.
• Ability to handle confidential matters.
• IT literate, including Microsoft Office suite, and experience of working with customer data.
• Change management and Leadership ability
• Uphold the Fundamental Principles and act with integrity in accordance with the LNRCS’ obligations and values (inclusive, compassionate, courageous, dynamic)
• Ensure anti-discriminatory practice and promote diversity
  Support corporate strategy and KPIs.

9. Qualification and experience.

• A first degree (University) in Commerce Accounting, Business Administration, Finance, Nonprofit management, or a related field. Post-graduate diploma preferred.
• Qualified in a recognized professional qualification in Accounting (CPA, etc.).
  Minimum 3-5 years prior experience in a senior management finance position, including at least 3 years with a nonprofit/philanthropic organization
• Minimum 3-5 years experience in financial management, in particular in the development, monitoring, and reporting on the financial status of the organization and programs
  Minimum three years of similar work experience within a fast-paced work environment
• Experience in managing finance staff
• Excellent presentation and facilitation skills
• Excellent coaching and mentoring skills
• Strong team player, collaborative, and capable of building effective relationships across all levels.
• Strong results orientation, with the ability to challenge existing mind-sets
• Good decision–maker with proven abilities to represent the LNRCS at all top levels.
• Problem-solving and risk-mitigating skills
• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and other financial software.
• A commitment to promote diversity and equality of opportunity in employment and empathy with LNRCS values and objectives.

10. Challenges
Timely acquisition of resources
Timely execution of actions (project activities and related tasks)
Active participation of communities and various stakeholders in decisions

HOW TO APPLY: The deadline for submissions of the letter of Application, CV and all other relevant certificates and documents is MARCH 31, 2023 4:30 PM. All applications should be submitted to lnrcs.recruitment2016@liberian-redcross.org Please mention “FINANCE AND ADM” in the subject line.