Finance and Administration Officer

Regional Opportunity

A. JOB PURPOSE
The Finance and Administration Officer will be responsible for the management of an effective Finance and Administration Unit of the Council of Bureaux Secretariat. She/He will preside over the implementation of policies, procedures and guidelines for Finance and Human Resources matters of the Council of Bureaux Secretariat. She/He shall ensure proper implementation of Council of Bureaux Secretariat policies and procedures in relation to finance, human and material resources, prepares realistic financial forecasts, financial reports and avail resources to ensure smooth implementation of activities of the Secretariat.

B. MAIN DUTIES AND ACCOUNTABILITIES
Under the overall supervision of the Chief Executive Officer (CEO) of the Council of Bureaux Secretariat, the duties of the Finance and Administration Officer shall include among others, the following:

(a) Financial Management

  1. With the Chief Executive Officer’s guidance, develop/prepare annual financial plan/budget;
  2. Produce monthly budget performance reports and carry out variance analysis;
  3. Design and use sound internal financial control system to safeguard assets, records and documents of the Secretariat;
  4. Prepare and revise Yellow Cards Financial policies, manuals and guidelines
  5. Execute Council’s decisions regarding Finance and Administration:
  6. Manage cash flow ensuring Council of Bureaux Secretariat’s liquidity at all times. This includes preparation of cash flow forecasts on monthly and quarterly basis; planning for and timely preparation of meetings and workshop budgets including Management Committee (MC) meetings;
  7. Keep accurate, fair and transparent accounts of the Council of Bureaux Secretariat’s income and expenditure;
  8. Based on authorization – certify and authorize payments with the Chief Executive Officer;
  9. Cooperate with the other Units to prepare realistic financial forecasts, budgets and secure adequate and timely financing of the Strategic Plan;
  10. Ensure efficient use of the institution’s resources;
  11. Follow-up and control the receivable accounts, especially the member National Bureaux contributions;
  12. Manage the Council of Bureaux Secretariat’s computerized financial management and accounting system. Expected to keep abreast of developments in accounting and financial management software and ensure that Yellow Card Secretariat’s system is updated in a timely manner in accordance with its needs;
  13. Prepare meeting reports, organize and service meetings of the Investment and Finance Sub-Committee;
  14. Ensure payroll inputs are correct and perform the payments timely;
  15. Prepare annual financial statements of the Council of Bureaux Secretariat;
  16. Ensure that a timely annual audit is conducted of Council of Bureaux Secretariat’s accounts; and
  17. Support and coordinate both internal and external audits.

(b) Human Resource Management and Administration

  1. Responsible for designing and implementation of an effective human resource management system;
  2. Ensure that the policies, procedures and guidelines relating to human resources issues are well adhered to;
  3. Coordinate capacity and training needs assessment of Council of Bureaux Secretariat staff and ensure that such needs are incorporated in the overall human resource development plan of the Secretariat in consultation with the Chief Executive Officer;
  4. Supervise and follow-up records of leave and attendance;
  5. Handle employee grievances, disciplinary issues and other administrative problems according to the Council of Bureaux Secretariat’s policies and procedures;
  6. Ensure that staff performance appraisals are conducted on time for all staff of the Secretariat;
  7. Supervise, lead, guide, support and appraise performance of staff reporting to her/him; and
  8. Produces quarterly management report on the performance of all staff members.

(c) Procurement Management:

  1. Manage the preparation and updating of procurement of the annual procurement plan, schedules for materials and services requested by the various units of the Secretariat;
  2. Ensure that tendering procedures governing the purchase of professional services and procurement of stock and property are adhered to;
  3. Ensure that all supplies purchased/donated are received by Goods Receiving Note, are properly handled, and issued by Store Issue Voucher upon request;
  4. Ensure that comprehensive annual inventory is carried out and appropriate action is taken as per the result of the inventory taken;
  5. Ensure that the Secretariat’s Fixed Assets and other materials are properly registered and protected; and
  6. Ensure vehicle utilization as per Council of Bureaux Secretariat policies and procedures and pursue timely vehicle repair and maintenance. Keep records of vehicle movement and fuel consumption.

(d) Planning, Budgeting and Reporting

  1. With the mandate of the Chief Executive Officer, prepare, present and defend the annual Budget of Council of Bureaux Secretariat and follow-up on the implementation according to the decisions made by the Council of Bureaux;
  2. Prepare monthly, quarterly, and bi-annual financial reports on Council of Bureaux Secretariat’s financial activities;
  3. Prepare Management Accounts.

(e) System responsibilities

  1. Maintenance of equipment;
  2. Consumption analysis and follow up;
  3. Design housekeeping program and implementation thereof;
  4. Manages the outsourcing and conducting of Environmental Audit as per the schedule (self-assessment);
  5. Ensure all safety and security instructions are implemented;
  6. Report EMS performance of the Unit on quarterly basis;
  7. In conjunction with the concerned Unit(s) take action deemed appropriate in emergency situation; and
  8. Give due consideration for material, energy consumption, wastage, leakage, and breakage and take action based on facts; Ensure Transport Management Program is instigated and functioning well.

(f) Others

Perform any other duties as may be assigned from time to time by the Chief Executive Officer.

C. PERSON SPECIFICATION
(a) Education / Professional qualifications

Degree in accounting or related field and holder of internationally recognized professional accounting qualification such as ACCA, CIMA or CAPS and a Masters’ Degree is an added advantage.

(b) Experience

  1. At least 10 years of experience in finance and administration, out of which 6 years should be at managerial level in financial management.
  2. Experience in financial management of regional and/or international organizations and/or complex, diverse programs and projects; and
  3. Minimum of 4 years’ experience in personnel management and administration.

(c) Technical skills

  1. Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  2. Demonstrated professionalism in financial management and accounting;
  3. Excellent planning, organizational, analytical and decision-making skills;
  4. Excellent and proven experience in strategic planning of human resources management, leadership quality and firm belief in teamwork;
  5. Up-to-date computer literacy.

D. GRADE AND PERIOD
The Post shall be a professional category at P3 level and a regular post under Council of Bureaux Secretariat established professional staff contracts.

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