Finance and Admin Lead (Wajibika)

About Mercy Corps

Program / Department Summary

General Position Summary

Essential Job Responsibilities

FINANCE

• Support the Wajibika Team Lead in managing all financial operations of the project, including accounting and reporting, cash management, and budget management.
• Manage financial operations and financial reporting.
• Provide monthly management reports to the Programme Team Lead and Programme Managers, Mercy Corps Tanzania Country Representative and HQ based Contracts team including expenditures by fund and country, sub grantee reporting and other financial information, in a timely and accurate manner.
• Lead in developing annual fiscal year budgets and implement budgeting and forecasting systems with Wajibika team Managers, and with partners
• Ensure that the project financial operations are in compliance with all FCO and Mercy Corps policies and procedures.
• Ensure that monthly transactions are reviewed and entered in the General Ledger accurately and on timely basis.
• Assist with monthly review and reconciliations of balance sheet accounts (receivables, payables, advances, bank & cash reconciliations, etc.) and all the Wajibika related expenditures.
• Review payment documents, national staff payroll and other supporting documents ensuring their compliance with the local laws, donor regulations and Mercy Corps Tanzania internal policies. 
• Be prepared to respond to any budgetary and financial inquiries from the donor, partners and Mercy Corps senior management within East Africa and home office in Edinburgh, Scotland.
• Prepare monthly cash flow projections and request funds from the country office.
• Provide financial advisory on overall strategic programme decisions.
• Review and track expenses and proper documentation as per Mercy Corps procedures and donor requirements for record keeping and accountancy.

CONTRACT. SUB-CONTRACTS MANAGEMENT

• Provide direct oversight of sub contracts and finance team including staff of partners.
• Oversee and coordinate management of sub-contract agreements
• Responsible for processing of sub-contracts and issuance of payments, transfers and transactions between partners as well as locally engaged partners.
• Oversee pre-award and post-award activities include asset control, timely reporting and contract fulfilment to check against payment.
• Work with Wajibika programme team to verify and track budget and expenditures vis-à-vis sub-contract awards and ensure proper reporting, documentation and overall deliverables are reviewed by Senior Management and signed off on prior to issuance of payment.
• Ensure consistency across sub-contracts on basic provisions and highlight issues that could be viewed as bias or discrepancies.
• Provide regular reports on Wajibika, issues, recommendations that need to be considered for operational adjustment. 
• Work with Mercy Corps team members and sub-contractees management teams to conduct ad-hoc audit review of Wajibika field operations.
• Coordinate Wajibika expenditure verification and project audits.
• Other financial and sub contract tasks as required.

• Work with the Wajibika Senior Management, MEAL and finance team members to ensure that deliverables are aligned with value-for-money objectives and that financial milestones are proportionate to programme milestones.
• Provide financial perspective in management and decision-making to enhance Mercy Corps’ adaptive management.

• Ensure that Wajibika financial systems are efficient and are based on smooth-running infrastructure that facilitate timely and efficient program implementation. Provide regular review of field operations to ensure cost-effectiveness and provide guidance on improved operational practices for value-for-money.
• Travel between field locations outside of Dar es Salaam

• Create a work atmosphere conducive for professional growth and development of personnel at all levels by implementing and ensuring all staff are effectively using the performance planning and management system, establishing performance expectations and regularly providing constructive feedback.
• Promote accountability by conducting staff annual performance reviews with direct supervisees, and ensuring that supervisory staff do the same.
• Contribute to country team-building efforts, and ensure the integration of all team members into relevant decision-making processes.

• Work with field office management teams to establish financial reporting and management systems that ensure the safety and security of Wajibika financial resources including cash assets and records.
nafasi za kazi
• Conduct yourself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned.

Supervisory Responsibility

Accountability

Accountability to Participants and Stakeholders

Minimum Qualification & Transferable Skills

• A Bachelor’s degree in Business Administration, Finance, Economics or relevant field; advanced degree preferred.
• Professional accounting certification CPA(K).
• At least seven (7) years of demonstrated professional experience managing grants, subcontracts, procurement and compliance with donor regulations, preferably Donor-funded projects.
• Strong accounting skills and experience in management of the general ledger, journal entries, payables and balance sheet.
• Demonstrated experience applying clauses and negotiating without heavy management oversight including developing amendments and modifications as a result of negotiations.
• Experience providing capacity-building training to staff and local organizations.
• Proven abilities in analytical, excel and reporting skills.
• Required competencies and skills:

1. Grants Administration

• Knowledge and application of best practices in grant and contracts management.
• Demonstrated knowledge of financial and management systems, regulations and reporting requirements. Evidence of ability to be creative and flexile within those requirements.
• Analytical capabilities with accounting procedures and processes for structuring projects.
• Knowledge of grants management software and information technology skills.

1. Management and Communications

• Ability to communicate technical, budgetary and program details to staff, grantees and applicants.
• Ability to design and implement effective workflow processes and procedures.
• Capability to foster an atmosphere which recognizes and respects cultural and individual differences.

Success Factors

Living Conditions / Environmental Conditions