Finance Manager - EA

Do your skills and experience not precisely match the requirements? At MSF EA, we strive to create a safe, diverse and inclusive workplace, recognizing the need to increase access to professional opportunities for historically underrepresented groups. If you're interested in this position but your experience doesn't align perfectly with the selection criteria, we encourage you to apply anyway. You might be the ideal candidate for this or other positions. 

Firmly committed to safeguarding patients, community members, staff, and all those in contact with the organization from all forms of abuse, including sexual exploitation, abuse, and harassment (SEAH), we will take all necessary steps, through rigorous vetting processes, to ensure that confirmed perpetrators of abuse do not join the organization.

For this position, contact level with patients and children is categorized as Low risk and will be monitored with this in regard.

Introduction

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation. 

About MSF Eastern Africa

MSF Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.  

Rationale/Objective for Position

The Finance Manager is responsible for coordinating, monitoring, and implementing financial and legal management in accordance with legal obligations and MSF standards and protocols. The job holder is also responsible for ensuring the integrity of MSF EA financial reporting, in accordance with legal obligations and MSF standards and protocols.

This position will be hierarchically and functionally accountable to Head of Finance and Services. 

Tasks & Responsibilities

International Reporting

• Pre-reconciliation of receivable and payables of sections with finance managers of other sections in preparation for the annual closure exercise.
• Process International Office entries in the end of year package.
• Report on monthly balances in Monthly Money report.
• Update M-package and Budget package in the system monthly.
• Responsible for yearly closure and reporting to the Internation Office (IO) on final landing.
• Responsible for the international combination process including accurate reconciliations with the IO team.
• Provide clear and timely responses to queries from IO.
• Ensure all Transformational Investment Capacity (TIC) requirements for documentation of expenditures are met to facilitate attribution of expenses to donors when funding is obtained.
• Elaborate the lines for grants, regular analysis of the ongoing expenditure for adjustments and final reporting on the grants.

Intersectional Hosting

• Consult regularly with each hosting section to identify the finance needs and provide guidance on the process to be followed and departments that need to be involved.
• Define MSF EA finance hosting procedures and monitor the implementation of the same.
• Authorize advances, per diems and procurements for hosted sections in accordance with the needs of the section.
• Review the accounting, trace transactions for reinvoicing to hosted sections and execute the same.
• Responsible for receivables from sections including issuing monthly statement of accounts and follow up of payments/cash netting.
• Provide accurate and timely reporting on the financial activities/expenses of hosted sections and answer questions on their expenditure.
• Produce timely and accurate monthly reports on hosting for review with Head of Finance and Services.

Monthly / Annual Closure

• Run monthly depreciation ahead of the closures.
• Prepare Finance Situational Reports (Sitreps).
• Support the Accounting Team Leader in the monthly and annual accounting closures.
• Ensure monthly cash counts and reconciliations with the Accounting Team Leader.
• Ensure follow-up of VAT receivables.
• Support monthly reconciliations before closure.
• Manage the recurring entries overview on prepayments of rentals and insurance.
• Monitor receivables, identifying irrecoverable debts and propose write offs to the Head of Finance and Services.

Compliance and Control

• Validate invoices, purchase requests, purchase orders including following up on various International and Regional procurement matters as per authorization table.
• Submit compliance reports to MSF EA and relevant authorities.
• Oversee salary reconciliations, validate the final payroll in the system and statutory deductions before passing to the Accounting Team Leader for timely remittances.
• Be updated with policy changes within the country that affect MSF in general.
• In collaboration with the facilities department, update and maintain financial tracing of the Sections assets.

Budgeting

• Contribute to the improvement of the budgeting tool and propose changes for implementation by MSF EA.
• In close collaboration with the Accounting Team Leader, provide guidance and support on budgeting to the Heads of Department as directed by the Head of Finance and Services.
• Support with the review of guidelines and collection of information for budget and collection of information for monthly forecast preparation as guided by the Head of Finance and Services.

Other Responsibilities

• As part of Management Team Plus attend the periodic meetings and provide input for strategic & management issues. 
• Act as a Bank signatory to MSF Spain South Sudan and Sudan accounts with current MSF Banker in Kenya.
• Participate in tender analysis with Logistics/Supply/HR team.
• In collaboration with the Accounting Team Leader prepare the Responsible, Accountable, Consulted, and Informed ( RACI) table, regularly updating it with changes and share with the team.
• Provide support to and coordinate finance staff for any finance allocation in Dynamics.
• Identify and perform relevant technical training for staff in finance.
• Update any commitments register from procurement.
• Gap fill for the Accounting Team Leader.
• Carry out any additional duties assigned by the Finance and Services Director.
• Integrate Equity, Diversity, Inclusion (EDI) and Safeguarding aspects in areas of responsibility, including policies and practices.
• Recognize, respond, and document any form of abuse or inappropriate behaviour and alert the safeguarding unit of any suspected potential abuse.
• Proactively participate in the individual performance management process including objective setting, performance monitoring and performance evaluation.
• Recognize and reinforce strong performance in supervisees; identify and encourage improvement where needed; and ensure quality and timely performance management process is carried out for supervisees.

Qualifications

Education

• A Bachelor’s degree in Accounting, Finance, Business Administration, or an equivalent qualification from a recognized institution.
• Knowledge of MS Office Tools (PPT, Excel).
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least five (5) years of relevant experience in financial management preferably in the non-profit making sector, international organization.

Competencies

• Technical Competencies
• • Familiarity with strategic orientation.
• Behavioral/General Competencies
• • Proven leadership skills.
  • Commitment to MSF’s Principles.
  • Cross-cultural Awareness.
  • Strategic Vision.
  • Results and Quality Orientation.
  • Service Orientation.
  • Planning and Organizing.
  • Initiative and Innovation.
  • Teamwork and Cooperation.
  • Ethics: High ethical standards and a commitment to protecting the data of individuals and furthering MSF mandate.