Job Purpose

The post-holder will be responsible for all aspects of financial management of the project in compliance with the donor and CAFOD standards and procedures. He/She will also provide support to the partners’ finance teams on monitoring expenditure and reporting.

The position will be full time and based in Monrovia in Liberia.

Job Scope

• To maintain organisational and institutional donor standards in the financial planning and management.
• To develop and maintain appropriate project accounting systems and procedures
• To extract and present financial data on the institutional donor contracts for management and reporting purposes
• To undertake periodic reconciliation and adjustments of accounts for management and in the preparation of donor reports
• To support partners in the development of financial management and accounting standards and procedures including the provision of training and monitoring
• To support and advise partners programme/project staff to exercise their responsibilities in terms of budgeting and financial issues.

Accountability

The post-holder reports to the Country Representative.

The post holder will not be a budget holder.

Key Responsibilities

Financial management of programmes (50%)

• Maintain an overview of the programme finances providing accurate and timely updates to the programme team and Country Representative and CAFOD’s Finance department in London.
• Produce accurate and timely programme financial reports on a monthly, quarterly or annual basis as required, consolidating all donor funded income and expenditure. Reports should meet the standards required by the donor and those required by CAFOD.
• Provide support to the Finance/Accounts Departments of partner organisations to enable them to produce and submit accurate expenditure reports on expenditure, in line with CAFOD internal and institutional donor requirements. Support may include design of appropriate accounting and reporting systems, design of spreadsheets, training and on-going guidance of personnel. This will necessitate regular travel and support to partners and presentations at partner workshops.
• Advise the Programme Manager of variances arising in programme/project expenditure, and the need for transfers of grants to partners’ organizations to ensure that programmes and partner organisations have the necessary funds at their disposal with which to implement their work effectively.
• Prepare annual programme budgets with the necessary CAFOD partners. Monitor expenditure against these budgets and advise the budget-holders of expenditure-to-date and variances arising.
• Provide necessary financial information and reports in relation to CAFOD’s programmes as may be required by external donors and auditors.
• Develop comprehensive accounting and related systems and procedures to ensure financial compliance with donor and audit standards and rules, and ensure auditable records are maintained.
• Take all necessary measures to fulfil audit requirements as may be required by CAFOD or external donors, ensuring that accurate and well-documented records of all expenditure, income and transfers are maintained and readily accessible upon request to authorized personnel.
• Ensure that adequate funds are maintained for all areas of programme work, transfers are made as appropriate.
• Support partners to account for expenditure made on a monthly basis according to prescribed procedures and deadlines.
• Represent CAFOD’s programmes providing all necessary financial information and shared experiences as may be required by external donors and contributing effectively to all monitoring and evaluation requirements as may be established by CAFOD and external donors.
• Develop comprehensive tools to ensure financial compliance to donor standards.
• Prepare timely cash flow forecasts in collaboration with partners finance staff and make budget claims promptly to CAFOD, so that there are sufficient funds in the bank to meet contingencies, and to manage cash flow.
• Support the Programme Manager/Country Representative and partners programme/project staff to manage the project budget.
• Ensure that adequate funds are maintained for all areas of project work, transfers are made as appropriate, monthly bank reconciliations are undertaken.
• Account for expenditure made on a monthly basis according to prescribed procedures and deadlines.

To ensure the smooth administration of the programme (20%):

• Correspond with partners in relation to processing of grants and CAFOD’s Programme Cycle Management (PCM) system.
• Maintain up to date records on Web Promise database, including registering projects/programmes, generating approvals and payments and ensuring partner details and bank details are up to date.
• Maintain and develop programme/project cycle and financial tracking documents in order to have an easily accessible overview of the funding stage of each partnership.
• Maintain appropriate hard copy (paper) and electronic files in adherence with International Division procedures.
• When necessary, provide administrative support in emergency situations
• When necessary, cover for the Finance & Admin Manager

Financial management (20%)

• Manage funds available in-country, ensuring that adequate funds are maintained for all areas of programme work, transfers are made as appropriate, monthly bank reconciliations are undertaken, and the necessary arrangements for obtaining and securing petty cash are in place and maintained.
• Keeping the overview of the programme and office finances providing accurate and timely updates to the Country Management Team and Country Representative and CAFOD in London.
• Process payments that need to be made for all goods and services; ensuring that the necessary documentation and authorisation has been obtained.
• Account for expenditure made on a monthly basis according to prescribed procedures and deadlines and using the prescribed software.
• Take all necessary measures to fulfil audit requirements as may be called upon by CAFOD or external donors, ensuring that accurate and well-documented records of all expenditure, income and transfers are maintained and readily accessible upon request to authorized personnel.

Office Management (10%):

• Oversee the effective running of the CAFOD office in Liberia, including managing the rental and running of the office and any other CAFOD premises, whether owned or rented.
• Oversee all office administration and ensure effective and efficient administrative function
• Ensure IT systems are functioning efficiently.
• Support to the Country Representative in taking forward CAFOD’s application for legal registration with local bodies and with the Government.

This list of duties and responsibilities is by no means exhaustive and the post holder may be required to undertake other relevant and appropriate duties as required. This job description is subject to regular review and appropriate modification.

Safeguarding for Children and Vulnerable Adults

CAFOD recognises the personal dignity and rights of children and vulnerable adults, towards whom it has a special responsibility and a duty of care and respect. CAFOD, and all its staff and volunteers, undertake to do all in our power to create a safe environment for children, young people and vulnerable adults and to prevent their physical, sexual or emotional abuse. CAFOD is committed to acting at all times in the best interests of children and vulnerable adults, seeing these interests as paramount. Any candidate offered a job with CAFOD will be expected to adhere to CAFOD’s Safeguarding policy and sign CAFOD’s Code of Behaviour as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents. This post involves contact with children, young people and vulnerable adults, and has responsibility for people who will do, and applicants will be subject to specific checks related to safeguarding issues.

Person Specification

Essential Criteria

Understanding our context

1. Understanding Catholic identity: Willingness to work with a faith-based organisation
2. Understanding CAFOD: Share and support CAFOD’s values and ways of working
3. Understanding international development: Understanding and experience of international development and programme management and quality standards within this context

Working together

1. Managing ourselves:
2. Working with others: Show ability to work with partners and stakeholders
3. Communicating: Able and willing to communicate clearly and regularly about the project
4. Looking outwards: Understanding of effective and values-based partnership work between northern and southern organisations and communities

Making change happen

1. Managing resources: Delivers project within an agreed budget
2. Achieving results: Delivers work within the agreed programme framework
3. Managing our performance: Ability to capture lessons, share them and improve the project
4. Taking the lead: Be highly self-motivated and take initiative towards improving the programme

Job-specific competencies

1. Recognised professional accounting qualification; Minimum BA Degree in Accounting/Business Administration or related field
2. Sound financial understanding with practical work experience in a finance in an NGO environment
3. Audit skills, being able to spot any financial irregularities or fraud and also to suggest improvements in financial processes and practices
4. Knowledge of Accounting software such as Sun System
5. Full working knowledge of English.

Desirable Criteria

1. Significant experience in managing, coaching and mentoring staff in sound financial management skills and task manages others in the office.
2. Excellent computer skills, including full working knowledge of standard word processing and spreadsheet packages

Come and join us and help make a real difference in the lives of the world’s poorest communities.

CAFOD is an equal opportunities employer. Recruitment and selection procedures reflect our commitment to safeguarding children and vulnerable adults.