ROLE PURPOSE
Save the Children Indonesia is a thought leader organization who articulates what children say, works for them and generates evidence about what works for children in its program implementation and policy influence/advocacy. It is in its journey to becoming a centre of excellence for children wellbeing.
The Finance manager in his/her capacity will work with the Senior Finance Manager to provide overall of donor financial report that consist of program spending against budget/forecast, internal control in each program and its compliance to the donor policy, Save the Children policy, government/fiscal and statutory regulation. Specifically, he/she is responsible for finance administration, fiscal management, awards management, and financial and award reporting, in both emergency and development programming contexts. The scope of responsibilities includes financial management of our programs and operations.
Working with Chief of Program Operation and Extended Management Team, the post holder shares the accountability to build the most positive and affirming work environment possible and ensure that the management, staffing and culture of the organisation are suitably aligned with the mission, evolving goals and strategic ambitions aligned with the Member Accountability Framework.
SCOPE OF ROLE
Reports to: Senior Finance Manager
Direct Reports: Finance Coordinators in National Organization and Field Office
Dimension: The post holder will work closely with Chief of Program Operation, Program Managers, Extended Management, Finance Coordinators on the budget/forecast preparation, monitoring program spending to ensure budget/forecast achievement comply with Save the children, donor and government policy/regulation.
Budget Responsibilities: indirectly maintain program income & expenditure USD 15mln (2022 budget)
KEY AREAS OF ACCOUNTABILITY
As a member of the Extended Management Team, contribute to:
- The development of the financial systems & procedures and monitor their adherence at all levels.
- Be held accountable for the accuracy of the financial information and for keeping the financial system updated.
- Ensure all new staff, budget holders, and all partners receive induction on Save the Children systems and policies at the start of their joining or at the start of the projects and organize refreshers from time to time.
- Be responsible to ensure effective and efficient operation of the Finance function to deliver timely, reliable, accurate, high-quality accounting and financial management and reporting activities and requirements using a risk-based approach.
- Be responsible to provide oversight and direction to Finance staffs, responsible for partnership financial monitoring, and ensure that the partners are being monitored frequently, along with proper capacity development plans of partners and frequent follow-ups for all improvement areas identified as a result of partners assessment as per Save the Children partner’s capacity assessment tools.
- Be a line manager for the Finance Coordinators, ensuring the team is supported, developed, and also held accountable to ensure that work is done to meet quality in Save the Children.
- Responsible for the setting of performance objectives and capacity development plans for the Finance Coordinators.
- Control and compliance to financial rules and regulation, both internally and externally (updated scheme of delegation, internal control, etc)
- Work with NBD & Awards Management Team in meeting donor financial reporting requirements
- Work with units in developing plans to meet funding (e.g. diversification of funding sources) and programming needs
- Provide Senior Finance Manager with regular monthly financial analysis highlighting overall challenges and opportunities
- Provide support for financial aspects in regards to budget development for new proposals.
- Ensure field offices receive adequate support to operate efficient accounting systems, including timely receipt of monthly budget variance analysis by budget holders, timely answers to queries and scheduling tasks and deadlines.
- Ensure Budget vs Actual is monitored and communicated with relevant department and budget holders to address gaps.
- Ensure correct level of budget authority exists within the organization.
- Ensure appropriate and adequate emergency finance and grants procedures are detailed in the Emergency Preparedness Plan in order to enable rapid scale up, and that all finance staff members understand and are able to perform their roles in an emergency.
- Ensure with Program Implementation and Supply Chain team that systems are in place for the control of all assets, funds, equipment, property, and facilities; submit timely financial reports to the Management and donors as required.
- Monitor accurate, compliant and timely submission of financial reports and attachments to Members, donors and government regulatory agencies.
- Support audit process (donor, general & statutory audit), ensure audit requirements are fulfil and completed.
- Monitor completion of financial reports for grants/contracts. Ensure proper accounting and closing of books upon receipt of completed reports and documents from various sub-offices.
- Provide guidance to finance and non-finance staff and coordinate efforts to ensure compliance with donor requirements.
- Work with budget holders to estimate funds request on a timely basis to ensure resources are in place for carrying project activities.
- Ensure timely and accurate information is provided through Awards Management system.
- Oversee and monitor sub grantees/ grants as required as per organization policies and procedures.
- Develop sub-grantees through training and capacity building.
- Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
- Finance training for staff in the field and partners as necessary;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans. To be responsible for the work and professional conduct of staff and ensure that appropriate expertise is developed and maintained through continuing professional and personal development
- Build finance capacity of programme staff and of organization’s partners and ensure financial planning and management is included in their plans and annual objectives.
- Recommended a minimum of 5 years management experience in a corporate or an NGO environment, of which three at a management level within the finance department of a national or international organization.
- Significant experience in managing institutional grants, contracts and sub agreements with knowledge of major funders guidelines (USAID, EC, EUD, etc)
- In depth knowledge of grant documentation and compliance issues.
- Experience working in disaster/emergency response preferred.
- Masters degree in Financial Management, CPA or equivalent degree (CA, ACMA, ACCA) preferred.
- Excellent understanding of business and financial planning including strategic modelling.
- Excellent analytical skills–the ability to analyse complex financial data and design and produce effective management information.
- Excellent experience of budgeting and budget management and analysis.
- Excellent understanding of financial systems and procedures.
- Strong business acumen and the ability to contribute to strategic decisions.
- Excellent experience of computerised accounts packages, Excel, PowerPoint and Word.
- Experience of general administration work.
- Experience of managing and conducting audits.
- Strong communication and interpersonal skills.
- Ability to manage a complex and diverse workload and to work to tight deadlines.
- Ability to build a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary.
- Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
- A full appreciation of the value of co-operation, both internationally and within a team environment.
- Understanding of YSTC’s vision and mission and a commitment to its values.
- Written and verbal fluency in English.
Save the Children