Finance & Admin Director
International Medical Corps
Total years of experience :26 years, 10 Months
SUMMARY OF RESPONSIBILITIES:
The Finance/Administrative Director is responsible for the administrative and fiscal management of the country office’ projects assuring efficient use of International Medical Corps and donor’s funds/resources and program cost effectiveness.
These responsibilities include: administrative and financial management to ensure compliance with International Medical Corps and donor’ regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation.
This position shall monitor all administrative and financial activities, and keep the country office management and International Medical Corps Headquarters advised of all situations, which have the potential for a negative impact on internal controls and country office’ financial performance.
As related to accounting or general controllership function, this position is responsible for maintaining all general accounting functions. This includes all transactions related to cash, receivables, fixed assets, trade payables, tax payments and accrued or prepaid expenses; and reports for the HQ Finance Department. The position has contact with all levels of management as well as headquarters staff, vendors, field staff and independent accountants and auditors.
Budgeting
a) Provides assistance to program staff and senior management team in the preparation and revision of grant proposals and budgets. This includes ensuring that all budget proposals are thoroughly reviewed and approved by International Medical Corps Headquarters’ before submission to the donors. Please note that all budget proposals (financial budget, budget narrative and program proposal) to be reviewed by International Medical Corps HQ shall be sent to HQ at least 5 days before the deadline for submission to the donor.
Take overall responsibility for the financial function in West Darfur and ensure the financial discipline across all projects with the support & coordination of Senior Management team. Prepare budgets and reports as required by Concern, local authorities and International donors.
Controllership:
To ensure that the Concern worldwide financial policies and procedures are implemented in a standardised manner across the whole Darfur programme.
To forward to all budget holders the monthly management accounts as prepared by the Country Accountant & facilitate with programme staff the review and follow up of any issues /variances that might arise.
To closely monitor all financial activities, and keep the Emergency Coordinator/Country Accountant advised of all situations which have the potential for a negative impact on internal controls or financial management performance
s as required
In collaboration with the Logistics Manager, and the IT officer oversee the protection of the programme assets (cash, inventory, etc.) through the enforcement of internal control policies and procedures including that fixed asset inventories are updated regularly
To maintain up-to date knowledge of and implement local government requirements and regulations related to financial matters including statutory deductions from national staff salaries such as income tax, social security, etc
Budget:
In conjunction with the Emergency Coordinator, assume responsibility for the annual budget process for the Darfur programme, ensuring that appropriate levels of technical support and guidance is provided to all budget holders during the process of preparing the annual country operating budget and subsequent revisions.
Assist Programme managers with preparation of donor budgets; ensure compliance with donor regulations and to ensure their incorporation into the country annual operating budget & revisions.
- Supervise Country Finance staff according to Tama financial policies & Procedures. This includes ensuring they are properly trained, know their performance objectives, and participate in their annual performance reviews.
- Established finance and support functions policies, systems & procedures, and directed their development, documentation, and implementation.
- Prepare reports on specified formats for submission to the Donor agency, and respond to the queries raised if any for reimbursement.
- Develop budgets for the Annual programmes, and take part in the project's activities design meetings.
- Identified requirements for and develop reporting formats to aid in the management of country operations and grant expenditures.
- Closely monitoring all financial activities, and keeping the Country Director advised of all situations, which have the potential for a negative impact on internal controls or financial performance.
- Approve all cash and check disbursements after verification of compliance with Tama and DFID procurement policies, confirmation of coding to the appropriate grant and general ledger account, and review for program approval.
- Supervise preparation of the Project’s monthly reports and prepare monthly cash flow and quarterly cash flow forecasts, in compliance with the DFID requirements. Also check the accuracy & completeness of invoices before submitting to the Donor (DFID).
- Review payroll calculation of Taxes & timely transfer of all staff salaries through their bank accounts.
- Ensure that appropriate filing system is in place & are regularly been updated with the help of finance Assistant.
- Facilitating and co-coordinating external, internal, donor or government audits.
- Supervise administration and logistic staff of country office and provide guidance to the provincial offices staff
Ensure adherence to Oxfam’s 'Financial Procedures Manual & SAs' and donor requirements, also ensure financial internal controls are in place as per Oxfam’s procedures.
Organize / coordinate the annual budgeting process & draft projections for management’s review.
Work with the Financial Controller to prepare programme budgets for submission to donors.
Prepare a monthly Finance Pack, detailing expenditure taken place in the field office, for submission to Finance Controller by the 2nd of the following month
Ensure the production of financial management / variance reports and the provision of financial management support to Programme Managers, and highlight areas of concern
Prepare, on own initiative, routine correspondence, administrative/financial reports, evaluations, and justifications, as required, on a variety of subjects regarding admin, logistics and finance as assigned by Provincial Management Team.
Ensure accuracy of the accounting records in the accounting software & keep it updated for robust reporting.
Provided support to the project management in preparing budgets, rephrasing of budgets and financial reporting to the donor organizations like (Echo, DFD & EU) & kept them informed regarding internal and other related procedures.
Conducting financial appraisals of prospective partner organizations & later on kept them supported on all matters of budgeting, financial reporting & review of financial policies and procedures to keep increased level of transparency and accountability within the organization and towards donors.
Conducted various trainings of the partners and CBOs/NGOs in various parts of the country.
Setting/revise standards on procedures to improve administrative, logistics and financial supports to the Programme & Projects and ensures efficiency and effectiveness.
Developed new controls for close monitoring of funded organizations and coordination of finance function throughout the organization.
Key Accomplishments: Total unqualified audits for continuous 3 years, accredited through professional integrity & proper leadership. Successfully administered the SUNSYSTEM with all troubleshooting and timely produced monthly and year-end accounts. Gave major input to Head of Finance in the preparation of management accounts for submission to R.O. & H.O. Revised & implemented the local financial & administrative policies. Involved in functional designing of new Financial Information System, using accounting package SUN System. Introduced number of analysis formats for Finance (Budgeting, Reporting, Grants vs. Service analysis, Appraisals Internal Audit etc). Revised internal controls, which resulted in proper utilization of available resources. Set effective standards of performance in cash management and financial planning and brought the performance of Finance Department up.
Special Assignments: Representing ACTIONAID Pakistan in the Regional network of internal Auditors in Asia.
Gained the true experience of maintaining books of accounts of an organization, preparation of financial statements, management reports & their analysis.
Key Responsibilities: Maintenance of project / site accounts, Posting data to the general ledger & subsidiary ledgers, Preparation of project budgets, Monthly management reports, Variance analysis, Processing of payroll and disbursement of salaries, Dealing with banks etc.
Consolidation of data and preparation of final accounts, Assistance to external auditors in the preparation of accrual, debtors & creditors schedules.
CIMA - Managerial level.
During my professional education, I have scored A+20 grade in most subjects studied in all semesters, despite having my graduation in science subjects. Internship was mandatory that time, as I started my professional career in the middle of my studies. Thats why I was awarded the Associate Membership in record time of 02 months after the declaration of final result.