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Responsibilities

Core Program and Projects

• Manage operations plan development and implementation, taking ownership of F&A objectives.

• Ensure the funds are available and the grant process is on schedule for all offices.

• Update the Grant Management Tool to reflect actual disbursements and matching in Net Suite

• Identify tools, resources, and best practices to help improve the program and projects.

• Work with HR to Prepare the pay roll and ensure salaries and benefits are accurately computed before payment.

Overall Financial Management

• Develop/institutionalize strong internal control mechanisms (financial and administrative systems) for the organization.

• Responsible for the smooth financial management of all VE field offices and program activities

• Regularly forecasting cash flow based on the financial plans, making sure that all parts of the organization have enough cash to fund their activities.

• Ensuring that required financial reports are submitted within the stipulated deadlines.

• Update and maintain the Field Accounting Manual

• Coordinate and supervise the annual budget development process in the field.

NetSuite

• Review field. for country office(s) on a monthly basis and take ultimate responsibility for the accuracy of NetSuite transactions in the field

• Review Netsuite entries to approve monthly reconciliations.

• Supervise the input of annual budget information into Netsuite

• Manage and review monthly project allocations in Netsuite

Compliance & Safeguarding

• Oversee the procurement processes as per the policy and ensure that they are managed efficiently & cost-effectively.

• Ensure all statutory obligations are remitted by the organization in all undertakings.

• Responsible for ensuring VE accounting policies are stringently followed and educating staff on these policies as required.

• Monitor and ensure that advances have been issued and accounted within the required timelines and as per the policy.

• Safeguarding: Plan the safeguarding visits for F&A staff once every quarter and also facilitate at least one safeguarding visit per quarter.

Reporting Requirements

• Review daily cash on hand reports.

• Provide reports and conduct management review meetings on a quarterly basis.

Audits

• Manage and schedule internal audits.

• Train F&A staff on audit best practices and maintain an internal auditing process.

• Liaise with the Regional Manager, Compliance & Risk Management and supervise the annual external audit conducted in the field.

• Provide the auditor with VE policy documents, Netsuite extracts, and any other information requested.

• Ensure that all offices comply with US document requests during the audit process.

• Manage audit visits to the field, providing assistance in scheduling and accompanying the auditor whenever necessary.

Administration

• Manage members of the F &A team across all offices

• Provide guidance and professional development for the F&A team.

• Lead in the recruitment, selection and induction of new F&A and other staff

• Review the consolidated bi-weekly planned expenses and share with the Country Director for final approval.

• Manage the F&A PTO and VE Bills Calendars

• Manage salary advance requests.

Safeguarding

"Safeguarding at VE is everyone’s responsibility."

• Procure and maintain ready stock of safeguarding stickers and all printable safeguarding materials.

• Monitor, document and report all incoming safeguarding phone calls.

• Ensure compliance with VE’s safeguarding policies and Code of Conduct in all programs, operations and practices.

• Report any incident of child or adult safeguarding in program operations for appropriate action and follow up.