Finance and Operations Specialist/Manager VSO

Job/Role Purpose: To support the Finance and Operations Specialist/Manager on managing in country finances including statutory requirements and reporting, managing finance operations and related controls and to ensure organisation tools and control framework are adhered to.

Task Responsibilities (8 – 10 bullets)
Statutory:
• Ensure that operational activities are executed within allotted budget and timelines.
• Perform budget allocation and expense management for all business operational activities.
Receive and review finance supporting documents to the payment requests for accuracy and completeness before payments are processed.
• Maintain supplier information for regularly purchased items, and be informed of current local market conditions.
• Ensure that all the vendor codes and general ledger codes are correctly captured on the vouchers to facilitate correct entries in the accounting system and compliance with the approved chart of accounts.
• Manage Creditor A/Cs, ensuring timely payment and in line with the stipulated Internal controls and ensuring adherence to Donor requirements.
• Cash management including relationship with the banks, managing bank mandate, bank reconciliations, petty cash, and cash flow forecasting and making timely cash requests to the Treasury department.
• Invoice and payment processing in line with the set policies and procedures.
• Assist with travel arrangements for VSO staff and international visitors, and arrangements for meetings and events, both internal and external.

Administration:
• Effectively manage all the country office’s facilities. Ensure a Manual of Country Office procedures is kept up to date and changes are communicated to all employees.
• Manage Country Office contracts with all service providers.
• Advise Country Office team on the use of resources to minimize waste, be environmentally friendly and cost effective.
• Coordinating for Domestic Travel arrangements amongst field Offices and Country office.

Procurement:
• Conduct pre-qualification of vendors and participate in relevant procurement committee meetings
• Negotiate fair terms for VSO contracts on rents (VSO and volunteers) and purchases.
• Manage development of appropriate purchasing procedures for the Country Office and ensure they are effectively and consistently applied by all employees.

Asset Management:
• Ensure systems are in place to safeguard VSO’s assets, ensuring maintenance of premises and other VSO property to VSO audit standards.
• Maintain appropriate records of all assets, review assets regularly and recommend items for disposal.

Other Duties:
Fulfil other appropriate level responsibilities as defined by the line manager from time to time.
Abide by VSO core values and other VSO policies regarding; Safeguarding, Gender Sensitivity, Child Protection, Data Protection Act, Anti-Bribery, Confidentiality and Security.

Collaboration responsibilities (key teams/roles this role will be working with)
Work closely with Finance and Operations Specialist, Programme/Project Managers, Projects Implementation Lead, staff/Volunteers, donors and other stakeholders

Competence required (8 -10 bullets on skills knowledge and experience)
Essential:
• Strong Accounting, Finance background, with proven experience in Grants management, including Partner management.
• At least 3 years demonstrable skills and experience of operations (procurement, logistics, IT and administration) an INGO environment is required
• Good knowledge of donor requirements (DFID, USAID) contractual, procurement and reporting requirements required

Knowledge/qualifications:
• Bachelor’s Degree in Accounting, Business Administration, Commerce, Procurement, Logistics, or Supply Chain Management
• Professional Qualification/Certification such CPA, CIPS or equivalent (Level 2 +)
• A relevant Post Graduate Qualification will be an added advantage
• Knowledge of good procurement procedures and working with multiple foreign currencies
• Other basic accounting principles, thorough knowledge of internal controls, budgeting, financial reporting and variance analysis

Experience and other skills:
• Good technical accounting skills – At least 4 years of experience in finance operations in the international development context.
• Financial and Information Technology Systems – Advanced knowledge of Microsoft Office – especially MS Excel, Power point and MS Outlook. Knowledge and experience in the SUN systems Accounting software is preferred.
• Communication and Influencing Skills – Good written and verbal communication skills – able to listen, present, discuss report, and put views.
• Planning and Organization – Able to prioritize within restricted resources to tight deadlines. Able to anticipate and adapt to change. Strong attention to detail. Ability to work independently with minimal supervision. Self-motivated to set initiatives and self-learn.
• Gender Equity and Diversity – Promoting, valuing, respecting and fully benefiting from everyone’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives, or interests; creating and maintaining a work environment that promotes diversity.
• Able to travel across project implementation sites and spend time away from work- base location and home.
• Commitment to VSO’s mission, values, People First principles and core approaches (Social Inclusion and Gender, Social Accountability, and Resilience).

Desirable:
Practical experience within a volunteering INGO context and volunteering for development approach.