The incumbent will play a key role in ensuring all aspects of Concern’s financial procedures and processes with partners are effectively carried out. S/he will be responsible for the overall oversight of Concern’s partners and therefore accountable for partner finances including making sure that partner contracts are in line with the standard template issued by our Headquarters; review of all partners’ assessments findings and designing of capacity building approach and planning in consultation with finance officers. As part of monitoring, s/he will review partner expenditure reports and carry out planned and ad hoc reviews/audits focusing where the money and the problems are in a bid to ensuring that all Concern’s monies are utilized in an appropriate and transparent manner.
Partner Financial Assessment
The Finance Manager (Partners) will:
- Ensure the assessment tool is completed for all potential Partnerships with sign off and agreement from the Country Financial Controller, ACD Programmes and Programme Manager
- Summarise the findings of potential partners’ assessment and make recommendation in terms of risk, capacity and training needs.
- Ensure that any weakness is built in monitoring support plan
- Maintain all assessment tools documentation on the Partner File for future reference.
Partner Agreements
Working with the programme managers, the Country Financial Controller will design and recommend clauses for all partner agreements, taking into consideration global Concern procedures and the findings of the assessment. These will cover at a minimum:
- Disbursement Procedures
- Reporting Requirements (Frequency / Format)
- Audit & Legal Requirements
- Expenditure Restrictions (Flexibility)
- Budget Revision Procedures
- Other Financial Monitoring Mechanisms
- Document Retention Requirements
- Non Compliance / Termination Issues
Partner budgets & Accounting
- In consultation with the programme manager and partner, design and development appropriate partner budget timetables and processes and share with finance staff.
- Review budgets at the consolidation stage, highlighting areas of variance in terms of support costs and previous year’s expenditure and enable easy consolidation of data to the budget pack and system
- Review (and investigate) the partner’s periodic financial reports (and supporting documentation) and ensure donor compliance where applicable and give a feedback
- Review journals for correct headings, format and budget codes before being uploaded into the system on a timely basis
Partner Monitoring & Compliance
A critical component of the role will be ensuring appropriate partner monitoring and follow up takes place. This will include:
- Carry out planned and ad hoc reviews/audits to support and monitor organizations’ activities on an agreed terms of reference
- Ensure risk assessment is completed at least annually and is signed off by Senior Management
- Using the risk assessment as a basis, draw up a Monitoring Support timetable, in conjunction with the Programme Managers for Partner Field Visits to prioritize organization visits with the resources available
- Ensure Partner’s internal controls are effective by assessing critical processes
- Audit Partner expenditure against the reported costs to Concern
- Ensure external audits are conducted by partners in compliance with the agreement. Review these external audit reports and follow up on any issues raised and evaluate the quality/content of the report and auditor.
- Review disbursement position and facilitate the timely and appropriate release of funds to the partner.
- After each field visit prepare and disseminate the Partner Visit Report including Partner agreed Action Plans
Capacity Building & Support both Concern and Partner Staff
The Finance Manager (Partners) will be a resource finance officers supporting them on key training, development and financial control and system issues. This will be dependent on the needs of the staff and will be initiated by findings in the assessment and, communication and consultation. He/she will draft training plans focussing on:
- Strengthening staff capacities to better comply with Concern contractual arrangements.
- Assisting staff in identifying areas to strengthen and develop staff and either provide this training or assist the partner in identifying where such training can be sourced.
- Assisting staff in finding the appropriate financial solutions to any financial control and systems weaknesses identified.
Communication and Reports
- Communication in writing to the Country Financial Controller and programme manager of any areas where non- compliance exists or expenditure cannot be verified.
- Ensure continual communication with Programme, Finance staff and Partner staff is maintained at every level of Partner Management.
- Ensure sign off from appropriate senior Programme representatives is obtained on the all Assessments, Monitoring Support Plan and Risk Assessments.
- Ensure Partner Reports and Findings are circulated to all interested parties within Concern and the Partner
How to apply:
Interested applicants, who meet the above requirements, should send their CV and cover letter to the following email address: nairobi.hr@concern.net with the subject of the email as ‘****Finance Manager - Partners****’
The closing date for applications is ****Sunday 4th May 2014****
Each application should include at least three referees who can validate technical expertise. Telephone contacts must be submitted with the application.Only shortlisted candidates will be contacted for interview.
Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.
Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.
Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal.
