Finance and Administrative Officer

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Position: ANCEFA Finance and Administrative Officer.

Date: Monday 03^rd April 2023

Location: Based in ANCEFA Regional Office located in Dakar.

Reports to: ANCEFA Regional Coordinator

Direct reports:

• Finance and Administrative
• Assistant Programme Assistant
• Driver

Type of Role: Local position; One- year fixed term contract with annual mandatory performance appraisals. Contract renewal will be based on performance and availability of resources.

Closing Date for Applications: 17^th April 2023

Job description

Finance and Administrative Officer

Job purpose: The ANCEFA Finance and Administrative Officer has responsibility for overseeing and (as necessary) updating financial systems and procedures for ANCEFA; for supporting the Regional Coordinator and Programme Team in financial planning and budgeting; for financial management and reporting internally and to donors, for internal control and audits; for building the capacity of staff, and for management.

Duties and responsibilities:

Finance systems and procedures

• Ensure ANCEFA finance systems are fit for purpose and compliant with all relevant legislation and international accounting practice.
• Produce and manage financial management and reporting guidelines for the Network
• Where improvements are necessary, make clear recommendations to the Regional Coordinator and ANCEFA Board.
• Regularly review budget codes and propose any amendments or additions required. Ensure staff are aware of and follow ANCEFA finance systems and procedures.

Financial planning and budgeting

• Assist the Regional Coordinator and the Programme Team in producing annual budgets and any other project budgets (for approval by the Board), advising on proper formats and elements.
• Review ANCEFA draft budgets before submission to the Board.
• Ensure that all approved budgets are properly coded with agreed budget codes.
• Work with all budget-holders to produce at least quarterly spending forecasts.
• Consolidate all project budgets and forecasting reports from all budget centres.

Financial management

• Ensure effective implementation of systems and procedures in accordance with agreed budgets and donor requirements. This includes overseeing the maintenance of ANCEFA financial records, ensuring all transactions are properly logged on the finance system, and ensuring correct management of budget codes.
• Review, adapt and roll-out policies and finance procedures for ANCEFA
• Ensure the Regional Coordinator and management staff are provided, in a timely manner, with monthly actual-to-budget expenditure reports and analysis for all grants.
• Closely monitor all financial activities, and keep the Regional Coordinator advised of all situations that have the potential for a positive/negative impact on internal controls or financial performance.
• Oversee fund transfers outside Dakar, as well as other grants ANCEFA may make, and ensure that accurate documents are kept and internal processes are followed.
• Lead, manage and control the overall finances of ANCEFA and ensure that the management of all budgets is in line with approved budgets.
• Identify requirements for and develop reporting formats to aid in the management of operations and grant expenditures.
• Lead the preparation of all ANCEFA financial reports compliant with accounting, legal and contractual requirements and ensure the review of such reports by Regional Coordinator prior to submission.
• Lead the preparation of Donor project financial reports as required.

Audit and internal control

• Ensure that all policies and procedures relating to audits, reviews and certifications are presented and carried in a timely manner.
• Draft new audit policies as required by the ANCEFA Board and submit them to the Regional Coordinator.
• Ensure strict internal control; take responsibility for developing, managing and monitoring of the internal controls to ensure compliance with international standards.
• Ensures that the audit results are satisfactory, recommendations from previous evaluations and audits are addressed and show an overall improving trend.

Finance Capacity Building

• Build the capacity of ANCEFA staff and the Board in financial management in line with internal goals and program objectives

Staff management and administration

• Supervise the Finance Administrative Assistant, the Programme Assistant and the Driver.
• Provide oversight of the office management and administrative functions in liaison with the Regional Coordinator to ensure all necessary functions are being performed.

Key competencies:

Essential

• Qualification ( m i n i m u m  o f  a  d e g r e e ) in accountancy and up-to-date knowledge of international accounting standards.
• At least three years’ experience in managing the finances of an organisation or large-scale project, including management of finances in different currencies.
• Experience of managing and producing high-quality financial reports and management accounts.
• Experience of managing an audit process.
• Sound understanding of preparing financial reports for donors.
• Excellent interpersonal skills over email, by phone and in person
• Ability to work well with colleagues including in different locations Ability to work to tight deadlines and prioritise a complex workload.
• Fluency and proficiency in written and spoken French and English
• Commitment to Equal Opportunities

Desirable

• Experience of training and/or advising colleagues or partner organisations on financial matters.
• Competency in Portuguese as one of ANCEFA’s other official languages.
• Experience of working for an organisation or on a project operating across different countries.
• Good negotiation skills and the ability to organise tender processes.
• Having good personal track record, honest, dedicated and dynamic, showing respect to others, team builder and time manager.
• Advanced computer skills.

ONLY shortlisted applicants will be contacted.

Application Procedure

Interested persons should send signed letters of application in English or French accompanied by CVs and copies of relevant graduate and post graduate certificates via email ONLY, by 17.30 GMT 17^th April 2023, to the following address:

The Regional Coordinator

ANCEFA Regional Secretariat,

Dakar, Senegal

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