Finance and Adminstration Manager at Nordic International Support Foundation (NIS)

Job Summary

Responsible for the management of all financial matters related to the functioning and project activities of NIS Somalia.

Job Description Background:

Responsibilities:

The Finance and Administration Manager will have an overall responsibility for financial monitoring and control of the programme budget. This will include the timely and accurate making of budgets (including the overall country programme budget), internal and external financial reports, control and budget monitoring and allocation of country programme costs. Direct responsibilities include, but are not limited to, the following:

• Responsible for the daily administrative running of the Country Office (CO), including all service agreements
• Direct management of Finance Team members and Heads of HR and Logistics
• Develop, implement and maintain internal administration routines and systems, and office policies, in close contact with the Country Representative and the HR and Logistics Departments
• Maintain tight budget control and monitor cash flows of all office and staff related costs according to NIS relevant handbooks and procedures, as well as donor and authority requirements
• Maintain payment routines of all office and staff related costs according to NIS relevant handbooks and procedures, as well as donor requirements
• Develop and maintain quality assurance of overall CO budget as well as project application budgets/financial offers - their monitoring and revisions - in line with NIS relevant handbooks and procedures, as well as donor requirements
• Responsible for the timely production and delivery of accurate internal updated analyses (including financial risk matrix) and reports of the financial situation of the programme and projects to the Country Representative, the Programme Technical Director, the Head of Offices, Programme Managers, Project Coordinators and the NIS Oslo.
• Responsible for the timely making and delivery of accurate external finance reports, as per donor and internal requirements, in collaboration with relevant NIS Somalia and NIS Oslo staff
• Develop and implement financial systems, routines and procedures for CO and NIS Somalia programme activities, together with the Country Representative and Finance Controller in Oslo. This includes the reconciliation of accounts with NIS Oslo on agreed dates, as well as the ongoing management and regular update of the NIS Somalia Master Budget
• Maintenance of overall budget control and monitor cash flows in all programme activities according to internal and donor requirements
• Lead capacity building assessments, provide training and support to NIS colleagues and sub-offices in financial management and control of projects, entailing close communication on budgetary, contractual and accounting issues, thereby ensuring proper financial control of projects and capacity building of NIS staff, and conduct quality control of project finance reports from sub-offices
• Ensure adherence to NIS HR and Logistics policies, handbooks and procedures (global and CO specific), as well as compliance with donor requirements and local labour laws. Develop, review or update strategies and policies in the sector of HR (including recruitment) and logistics. Roll out relevant SOPs across the country programme
• Ensure donor and audit compliance and adherence to policies and regulations set by the donors, as well as NIS Financial and Logistics handbooks, the NIS Code of Conduct, as well as the Anti-Corruption Guidelines and other relevant policies
• Focal point for all audits in Somalia
• Ensure proper record keeping of all finance and administrative (HR and Logistics) documents
• Ensure all project partners adhered to the NIS Logistics and Administrative Procedures as laid down in their contracts with NIS
• Ensure regular and thorough assessment and mitigation of financial risks pertaining to operations and all projects, together with NIS Somalia staff
• Implementation and adherence to anti-corruption policy (including training), value for money, transparency and accountability within finance. This will entail the period conduct of spot checks as well as the implementation and follow up of pre-audit measures
• Conduct regular field travels to project offices to review procedures and assist managers as required
• Oversee office maintenance and the maintenance of office equipment (including ICT needs and strategy) and stationary, including maintenance and controlling of the list of assets.
• Any other managerial or supervisory duties delegated by the Country Representative, as necessary

Qualifications / Experience:

• University degree in financial controlling, MBA, accounting or equivalent
• Minimum 5 years’ professional experience as Financial and Administration Manager, Financial Controller or equivalent, preferably in an international humanitarian/development organisation, with a donor organisation or the private sector
• Minimum 5 years of experience with financial management, including conducting payments, budget development (including for multi-annual programmes and for multiple donors) and follow up accounting, financial reporting and setting up and overseeing procurement processes
• Minimum five years’ relevant experience within administration, office management, IT or similar
• Strong IT skills and knowledge of computer software, including excellent Excel and all Microsoft Office programmes
• Must be executive and hands-on in establishing, documenting and deploying financial and administrative systems adequate to the size and scope of NIS Somalia, and sensitive to rapid scaling up in response to opportunities and requirements
• Demonstrated track record in performance management, leadership, budget development and monitoring, financial control and financial reporting, in adherence with set requirements
• Strong communication skills, and ability to work effectively with people of diverse backgrounds
• Clear and concise written and spoken English · Valid driver’s license
• Fluency in written and spoken Somali a necessity · Experience from working in complex and volatile environments

We offer:

A challenging and rewarding potfolio of responsibilities within a forward leaning and innovation team 

Commencement:

ASAP · Salary and benefits according to NIS’ general directions