Director of Finance and Administration 463 views

Job Title: Director of Finance and Administration
Classification Level: National Society Staff
Organizational Unit / Duty Station: Finance and Administration Department, GRCS HQ
Immediate Supervisor’s Title: Secretary General
Duration: 3 years (36 months) Renewable
Salary Grade: To be Determine
Gender: QUALIFIED AND INTERESTED FEMALE CANDIDATES ARE HIGHLY ENCOURAGE TO APPLY

Organizational context (where the job is located in the Organization)

Ask for the full text of the JD – magegain.cham@redcross.gm

Job purpose

The Director of Finance and Administration, under the supervision of the Secretary General, and with a technical  working relations with the Finance commission and the National Treasurer is responsible for the provision of  accounting and financial services, the maintenance of adequate and appropriate financial and internal controls,  the implementation of financial management processes In accordance with the policies and financial procedures  of the GRCS., and the provision of support to internal or external audits. In addition, the Director of Finance and  Administration is accountable for safeguarding the GRCS.’s financial assets, monitoring of its liabilities, and  warranting its financial reporting.

Job duties and responsibilities

Under the leadership and management of the Secretary General, the Director of Finance and Administration will  focus on:  

1. Managing GRCS accounts and providing financial services. The finance file’s management takes up to 80% of  this position’s time, as the Director of Finance and Administration is responsible for coordinating the work of the  finance staff in charge of completing the annual and monthly planning and budgeting processes as well as the  procedures for checks and balances associated with this. This position is technical requiring knowledge in  different financial management systems. 

Accounting 

• Perform the annual budgeting, monthly budget forecasting, provision of balance sheets and reporting (completeness, accuracy and timeliness required) 
• Book accounting transactions with compliance to GRCS standard finance procedures. • Abide to internal controls in place

• Verify correct account codes and documents that are used for all transactions

• Prepare and verify balance sheet reconciliations at month end and ensure all signatures are obtained for approval 
• Prepare and verify monthly invoices for Service Providers

• Work with compliance to all audit recommendations

Treasury and Payments Authorization 

• Prepare and review petty cash and bank journals using correct accounting codes
• Control petty cash transactions (payment and receipts)
• Perform and document cash count and bank reconciliations each month
• Review payment requests and prepare payments accordingly
• Facilitate the process of rentals and other payments, including by ensuring the registration the funds received and booking these into the financial system.  
• Manage bank accounts and the transfer of money between headquarters and branches.  Budget Management 
• Assist the Secretary General on budget preparation/revision annually and on a quarterly basis. • Review and compile budgets and financial plans annually and on a quarterly basis Financial Monitoring and Reporting 
• Prepare financial reports
• Monitor monthly spending vs actual reporting
• Develop annual core cost budgets and support relevant staff in budget development and budget  management techniques.  
• Ensure budgetary control including analysis of variances for review and re-assessment.  • Prepare, present, analyze and interpret the financial statements  
• Supervise compliance with national taxation laws and accounting standards.  
• Facilitate financial reporting as per donors’ requirements.  
• Monitor monthly funding situation  
• Prepare financial proposals for the consideration by the Governing Board and funding agencies.  Risk Management 
• Respond to financial audit recommendations and queries, including the Payroll Audit Reporting for Worker’s Compensation Social Security and other Benefits  
• Liaise with GRA in accordance with the government Internal Revenue Authority Regulations • Abide to the fraud and corruption policy and monitor and report on the implementation of the local Finance Guidelines 
• Ensure that budgets for all programs are prepared annually and checked for accuracy and reasonable  ness.  
• Supervise, direct and assist in the preparation of the comprehensive annual financial report.  • Coordinate with the Statutory Auditors for timely
• Complete the monthly checklist to ensure checks and balances are in place

Relationship Management 

• Contribute to the dissemination of GRCS Finance procedures among the team
• Maintain autonomy and quality services with external key partners (e.g.: banks) and internally with the  Finance Departments of the IFRC, ICRC and other partners including donor organizations • Represent the organization at external meetings with financial institutions or third parties and develops  networks of professional contacts for the GRCS. 

Other tasks 

• Additional duties as assigned
• Advise proactively on systems and process improvement that will contribute to increase the efficiency and effectiveness of the accounting tasks 
• Find solutions and provide recommendations to problems related to financial services encountered

2. Providing and Coordinate administrative and logistical support to The Gambia Red Cross Society. The admin  file takes up to 20% of this position’s time. 

• Manage contracts with service providers which includes the management of all office services, including  all contractors: internet, phone, building management services, health and other insurance, office  insurance, payroll, financial services and others. 
• Vet potential service providers (at least 3) and process comparative bids analysis 

Treasury and Payments Authorization 

• Prepare and review petty cash and bank journals using correct accounting codes
• Control petty cash transactions (payment and receipts)
• Perform and document cash count and bank reconciliations each month
• Review payment requests and prepare payments accordingly
• Facilitate the process of rentals and other payments, including by ensuring the registration the funds received and booking these into the financial system.  
• Manage bank accounts and the transfer of money between headquarters and branches.  Budget Management 
• Assist the Secretary General on budget preparation/revision annually and on a quarterly basis. • Review and compile budgets and financial plans annually and on a quarterly basis Financial Monitoring and Reporting 
• Prepare financial reports
• Monitor monthly spending vs actual reporting
• Develop annual core cost budgets and support relevant staff in budget development and budget  management techniques.  
• Ensure budgetary control including analysis of variances for review and re-assessment.  • Prepare, present, analyze and interpret the financial statements  
• Supervise compliance with national taxation laws and accounting standards.  
• Facilitate financial reporting as per donors’ requirements.  
• Monitor monthly funding situation  
• Prepare financial proposals for the consideration by the Governing Board and funding agencies.  Risk Management 
• Respond to financial audit recommendations and queries, including the Payroll Audit Reporting for Worker’s Compensation Social Security and other Benefits  
• Liaise with GRA in accordance with the government Internal Revenue Authority Regulations • Abide to the fraud and corruption policy and monitor and report on the implementation of the local Finance Guidelines 
• Ensure that budgets for all programs are prepared annually and checked for accuracy and reasonable  ness.  
• Supervise, direct and assist in the preparation of the comprehensive annual financial report.  • Coordinate with the Statutory Auditors for timely
• Complete the monthly checklist to ensure checks and balances are in place

Relationship Management 

• Contribute to the dissemination of GRCS Finance procedures among the team
• Maintain autonomy and quality services with external key partners (e.g.: banks) and internally with the  Finance Departments of the IFRC, ICRC and other partners including donor organizations • Represent the organization at external meetings with financial institutions or third parties and develops  networks of professional contacts for the GRCS. 

Other tasks 

• Additional duties as assigned
• Advise proactively on systems and process improvement that will contribute to increase the efficiency and effectiveness of the accounting tasks 
• Find solutions and provide recommendations to problems related to financial services encountered

2. Providing and Coordinate administrative and logistical support to The Gambia Red Cross Society. The admin  file takes up to 20% of this position’s time. 

• Manage contracts with service providers which includes the management of all office services, including  all contractors: internet, phone, building management services, health and other insurance, office  insurance, payroll, financial services and others. 
• Vet potential service providers (at least 3) and process comparative bids analysis 

GRCS JD Template 

Treasury and Payments Authorization 

• Prepare and review petty cash and bank journals using correct accounting codes
• Control petty cash transactions (payment and receipts)
• Perform and document cash count and bank reconciliations each month
• Review payment requests and prepare payments accordingly
• Facilitate the process of rentals and other payments, including by ensuring the registration the funds received and booking these into the financial system.  
• Manage bank accounts and the transfer of money between headquarters and branches.  Budget Management 
• Assist the Secretary General on budget preparation/revision annually and on a quarterly basis. • Review and compile budgets and financial plans annually and on a quarterly basis Financial Monitoring and Reporting 
• Prepare financial reports
• Monitor monthly spending vs actual reporting
• Develop annual core cost budgets and support relevant staff in budget development and budget  management techniques.  
• Ensure budgetary control including analysis of variances for review and re-assessment.  • Prepare, present, analyze and interpret the financial statements  
• Supervise compliance with national taxation laws and accounting standards.  
• Facilitate financial reporting as per donors’ requirements.  
• Monitor monthly funding situation  
• Prepare financial proposals for the consideration by the Governing Board and funding agencies.  Risk Management 
• Respond to financial audit recommendations and queries, including the Payroll Audit Reporting for Worker’s Compensation Social Security and other Benefits  
• Liaise with GRA in accordance with the government Internal Revenue Authority Regulations • Abide to the fraud and corruption policy and monitor and report on the implementation of the local Finance Guidelines 
• Ensure that budgets for all programs are prepared annually and checked for accuracy and reasonable  ness.  
• Supervise, direct and assist in the preparation of the comprehensive annual financial report.  • Coordinate with the Statutory Auditors for timely
• Complete the monthly checklist to ensure checks and balances are in place

Relationship Management 

• Contribute to the dissemination of GRCS Finance procedures among the team
• Maintain autonomy and quality services with external key partners (e.g.: banks) and internally with the  Finance Departments of the IFRC, ICRC and other partners including donor organizations • Represent the organization at external meetings with financial institutions or third parties and develops  networks of professional contacts for the GRCS. 

Other tasks 

• Additional duties as assigned
• Advise proactively on systems and process improvement that will contribute to increase the efficiency and effectiveness of the accounting tasks 
• Find solutions and provide recommendations to problems related to financial services encountered

2. Providing and Coordinate administrative and logistical support to The Gambia Red Cross Society. The admin  file takes up to 20% of this position’s time. 

• Manage contracts with service providers which includes the management of all office services, including  all contractors: internet, phone, building management services, health and other insurance, office  insurance, payroll, financial services and others. 
• Vet potential service providers (at least 3) and process comparative bids analysis 

Duties applicable to all staff

Actively work towards the achievement of the GRCS’s goals and vision.

Abide by and work in accordance with the Red Cross and Red Crescent Principles, Code of Conduct, standard  Operating Procedures.

Good working relationships with colleagues in the Unit.

Maintain good working relationships with GRCS Staff, Volunteers, Counterparts and Partners.

Maintain a good working relationship with the IFRC, ICRC and PNS delegates, and technical and  administrative services.

Perform any other work related duties and responsibilities that may be assigned by the line manager.

Position Requirements

Education

University degree in Finance, Accounting, Business Administration, or a  related field is generally required.

An advanced degree in Finance, Accounting, or an MBA can be advantageous,  particularly for handling the complexities of finance in the humanitarian and  nonprofit sector.

Professional Certifications: Certifications like Certified Public Accountant  (CPA), Certified Management Accountant (CMA), or Chartered Financial  Analyst (CFA) add credibility and demonstrate a strong grasp of financial  principles.

Relevant professional training or relevant experience in Finance,  Administration, Human Resource, Logistics and Procurement.

Experience

5 years’ and above work experience in Financial, Administrative Management  issues.

Humanitarian Organisation and experience of working with Financial sectors.

Proficiency in project cycle management.

Experience of managing & supporting staff.

Practical experience in facilitating trainings.

Demonstrate success in supporting organizational learning, accountability  and performance.

Strong communication and administrative skills

Knowledge and Skills
High degree of integrity, discretion and personal conduct
Flexible and adaptable to changing working conditions
Excellent interpersonal and written communication skills
Strong quantitative and qualitative research skills and analytical skills.
Advanced computer skills (windows, spreadsheets, including internet navigation and various office applications

Ability to organize and implement training
Good negotiating and Team skills.
Languages
Fluently spoken and written English
Good command of at least two most spoken local languages

Competencies

Results focus and accountability
Communication
Collaboration and Teamwork
Judgement and Decision Making
National Society and Customer Relations
Creativity and Innovation
Building Trust
Accepting Gender and Diversity issues
Sensitive to cultural diversity
Advanced verbal and written communication skills
Self-motivated with good judgement and initiative

Prohibition:

The Gambia Red Cross Society prohibit Fraud, Bribery, Sexual Exploitation and Abuse, and Gross Misconduct.
The position is for three (3) year but renewable based on performance, relevance and availability of funds. Please take note that a 3 months’ probation period is established in this position. After the third month, a successful or unsuccessful probation letter will be provided. The positive or negative outcome of the probation period correspond, among others, to the quality of the tasks performed during the probation period as well as the behaviour, competencies and technical knowledge demonstrated.

Closing date for submission of signed hard copy application letter with all required supporting documents including CV and Certificates is 19th November 2024 at Sharp 3:30pm GMT.

All applications should be address to:
Secretary General
The Gambia Red Cross Society
56 Mamadi Maniyang Highway, Kanifing
P.O.Box 472, Banjul, The Gambia