MISSION

Ensures that the country office finance functions are in line with the MDM finance policy and established organizational practices. Ensures correct administrative / financial management and sustainability of the mission by preparing the overall country budget and overseeing the preparation of project budgets. Responsible to ensure the proper follow up of administration and reporting procedures to guarantee the transparency and the traceability of the economic and financial data flow. The successful candidate will also manage and support logistics and HR procedures.

GEOGRAPHICAL SCOPE OF INTERVENTION

The successful candidate will be based in Freetown, travelling frequently to the Koinadugu and Moyamba District and to any other places in Sierra Leone.

ORGANIZATION CHART

The successful candidate will be part of the Complex crisis Unit and will refer to the Country Coordinator.

FUNCTIONS

- Planning and control of the overall country budget: preparation, in coordination with the country director and monitoring of the overall country budget. Monitoring of the mission sustainability and correct allocation of eligible costs on projects. Budget monitoring of the ongoing projects in coordination with HQ.

- Reporting and audit: creation of all donor/HQ financial reports according to donor rules; responsible for correct and on-time reporting and ensures the correct filing of the administrative project documents. Takes charge of the preparation and execution of in country audit and collaborates for audits carried out at HQ level.

- Budget preparation and economic financial control of projects: new project budget creation in accordance with the planning and coordination of the mission sustainability and donor regulations in collaboration with the country team, including the identification of economic and financial commitments necessary for the implementation of project activities and ensuring their incorporation into the country annual operating budget & revisions.

- Financial management: responsible for the supervision and control of the mission’s financial management (cash and banks), including request funds from donors and HQ. Checking and verification of cost allocations (project and accounts codes)

- Cash policy: Establish country policies regarding cash holding limits, cash movements and foreign currency holdings.

- Cash and bank management: Responsible for the proper management and control of cash for overall coordination of Freetown and the bases; also responsible for the control of bank transfers, checking bank balance and movement and bank relationship, including negotiation of fees, interest and currency exchange rates. Ensuring the management of coordination cash boxes (following up advances and maintaining the advances register, physical inventories and bank account/ check, expenditure conciliations, etc.). Supervision of all outgoing and incoming payments, including bank transfers, cash payments, per diem etc

- Economic-financial project monitoring Verification of projects status: balances, expenses and financial planning in collaboration with project managers, which includes undertake regular field visits in order to assess the accountancy systems in place and to do random expenses checks on the field. Perform ongoing sampling checks, as part of informal monitoring, on the eligibility and appropriateness of project/partner expenditure and whether the procedures under contracts have been applied correctly

- Management of local staff: Establish and implement practices to ensure efficient and seamless support and coordination with the field offices. Line manage, review and monitor the work of the local Finance officers and undertake training to increase their capacity; setting of standards for the local staff management (country rules) and ensures the correct filing of staff documents.

- Procedures: he/she supports PM and projects administrators in the correct application of MDM and donor’s administrative procedures; including briefing on money administration to all personnel receiving entitlements (per diem, lodgment, etc.) and/or functioning advances and briefing on accountancy management to project coordinators and/or logisticians.

- Goods management: verifies the sustainability and the correct management of MDM assets and equipment in collaboration with logistics.

- Assets: Oversees the protection of the country’s assets through the enforcement of internal control policies and procedures.

- Procurement: Support and supervise the project staff in procurement and purchase procedures, Monitor the logistics officers in supplier management and price checking. Checking that expenditures are validated by management. Ensure that the authorization matrix is updated and approvals are in line with the matrix.

- Institutional Relations: in collaboration with the CD, he/she is responsible for relationships, registration and compliance with public institutions and administration of the country ((taxes, customs duties, VAT, taxes on hiring contracts, annual declarations etc.) and with the donor offices for administrative and financial issues.

- Support MDM´s implementing local partners managing the project accountancy; including assessment of the partner in terms of financial capability and autonomy; draft a training program to enable the partner to acquire more confidence in terms of reporting and budgeting.