Head of Finance and Administration India
TEARFUND
Total years of experience :18 years, 8 Months
*Providing financial Managingment and analysis for all aspects of the program.
* Supervising and overseeing finance, human resources, procurement and logistics, and administrative staff and functions, including I.T.
* Developing and maintaining sound financial Managingment systems in line with USAID rules and regulations and Global Communities’ policies and procedures, and accounting principles.
* Managing the project budget ensuring all costs incurred by the program are accounted for and in compliance with local laws.
* Managing cash flow forecasts and monitor its liquidity, including decisions on foreign currency transactions.
* Liaising with legal advisor and Ensuring compliance with all local laws and regulations.
* Serving as the focal point for internal, government and/or donor audits.
* Follow up and implement on a timely basis internal, government and/or donor audit recommendations.
* Providing financial control, develop financial reports, and make recommendations to CoP and HQ on budget expenditures.
* In partnership with HQ and program teams, lead, prepare, and analyze the bi-annual budgeting & monthly projection processes; monitor progress and changes and keep Management team informed of all program’s financial status.
* Developing budget scenarios and alternatives for Country Director.
* Maintaining updated information regarding grants and contracts, reporting requirements and financial restrictions.
* Providing input and oversight on all program related financial matters.
* Assist in program development and proposal preparation as needed. Prepare and review budgets and narrative for new programs, as required.
* Ensuring financial reporting is in accordance with donor contractual requirements.
* Establish human capital objectives and strategies in line with organizational/programmatic objectives.
* Establish HR goals and accountabilities, including recruitment, onboarding, performance Managingment, compensation Managingment, benefits administration, employee training and development, records Managingment, employee relations, and retention.
* Guide the Human Resources team in policy procedure establishment, interpretation, and maintenance.
* Ensuring employment and compensation practices are competitive and compliant with local labor code.
* Ensuring procurement functions are compliant with Donors’ rules and regulations and Global Communities’ policies and procedures. Managing inventory of office equipment and supplies.
• Managing travel arrangements for staff, both domestically and internationally.
• Managing visa processing for expatriate staff. Receiving, approving and processing requests for quotes and order requests
• Supervising local purchasing, ensuring that approval rules and procedures are observed
• Ensuring that dealings with suppliers are monitored
Nepal CRS- Catholic Relief Services- - - Kathmandu / Nepal- Supervising 5 Projects Offices
Responsibilities
Procedures, Systems and Controls
..Ensuring compliance with local regulations in respect of financial and other matters (e.g.
Registration, Foreign Exchange, taxation and labour laws).
..Ensuring compliance with the financial and other requirements of donors
..Ensuring the development and implementation of in-country financial security guidelines
and regularly review their effectiveness and the compliance of all staff with these
guidelines
..Conducting internal audits for the field sites and partner organisations every three months,
to Ensuring that all financial and administrative procedures are carried out in line with
Organization policies and guidelines and local Legislation
..Regularly reviewing the financial and reporting systems to Ensuring that they continue to be
fit for purpose
Treasury
..Co-ordinating and maintaining a cash forecasting system to Ensuring that adequate funds are
available to meet the working requirements of the programmes
..Ensuring that payments are made in a timely and secure manner across all the country
operations
Donor Reporting & Monitoring of expenditure
..Preparing donor financial reports in line with donor reporting requirements
..Monitoring, with the Project Coordinators, ongoing levels of expenditure on individual
programmes against budget, and provide timely advice of likely over or under-spends to
the Country Management Team, and the relevant Programme & Finance teams in head
office.
..Ensuring respective Programme Coordinators and Programme Managers understand variance
implications and how to respond to and manage them effectively.
External Relationships & Compliance
..Ensuring that contractual commitments (e.g. for the rental of vehicles and/or premises)
are financially sound and appropriate for the circumstances of the programme.
..Liaising with local legal advisors when necessary
..Ensuring appropriate and timely contact with in-country government agencies to Ensuring
that all legal requirements are met, e.g. work permits, import licences
..Liaising with International NGO Finance Directors in-country and actively participate in
inter-agency co-ordination meetings.
Training Management and Capacity Building
..Managing and supporting the performance and development of the in-country finance and
administration staff, to Ensuring the provision of an efficient and effective service.
..Making regular visits to Field sites for monitoring capability of staff and supervision purposes
..Providing financial support, training and advice to all staff in country.
..Reviewing finance systems of local partners and provide financial advice if required
Responsibilities
•Coordinating Logistic, HR, Program, Fund Raising, and Proposal Development Departments
•Supervising- Financial systems and procedures, Financial records and transactions, Financial reports, Financial and system controls, Donor Reporting & Monitoring of expenditure, External Relationships & Compliance, Management and training, Treasury Functions, Payroll Functions, Audit function, and Field Finance Management and Control, Procurement Strengthening
•Donors Management: Timely financial reports for submission to the funding
•agency and corresponding with the Program Funding Unit
•*Budget vs actuals Review - Appropriate country office finance and program staff jointly review budgets vs actuals monthly and take corrective action as needed, including revising / adding budgets.
•*Budgets are phased in line with activity plan and entered in System
•*Annual accounts and tax statement preparation;
•*Cash and cash flow Managingment and control in particular gain/losses on currency exchange;
•;*Transparent Expenditure procedures, especially around procurement;
Somalia - Islamic Relief worldwide SOMALIA at Kenya Nairobi-& Hargiesa Somalia Office-
Supervising data entry System, * Software Management, Monitoring Transactions, *Ensuring proper coding of all transactions;* monthly allocation of pooled costs. *monthly payroll preparation as per Time sheets, *Treasury, *Voucher Reviewing, application of Procurement Policies, Budgeting, Financial Forecasting, accounting and financial reporting. • Project costing and analyses. • Implementing and managing internal control policies and procedures. • Working capital management, *asset Liability Management • Compiling, validating and reconciling all monthly financial reports for Project Coordination Office (PCO) and Headquarters. *Monitoring program budgets to ensure that spending occurs as planned and that variances are anticipated, noted and corrected. *Risk Management, *Project fund Management and Request for Fund, * Contracts/Grants & Compliance Management, *Pre award Management, *Postawrd Management, *Management of Sub recipient and Monitoring, *capacity Building of Staff and Partners, *Team Management and Monitoring
Audit- Audit Planning, Audit Implementation, Audit Reporting, Advisory Support: Review Auditees' Actions, Reporting and advising on the basis of audit findings with the aim of improving processes and internal control, , Fallowing up audit financial management findings in a timely and sustainable way. -Maintaining Transparency in Procurement system with VFM
CRS- Catholic Relief Services- East Africa and Yemen -- C.R.S. East Africa Regional Office (EARO)- at Nairobi Kenya/ - Oversaw the Finance administration of Country offices, Kenya, Uganda, Tanzania, Somalia, Ethiopia, Sudan whole- ( that time no south Sudan ), Djibouti and Yemen
Supervised- -( A ) Managing the Finance and Administration function - ( B )- Managing financial operations - ( C )- Finance training and support- ( D)- Reporting. (E) Support Funtionss, Finance, HR, IT, Logistics and Procurement,
**Working collaboratively with the RM, Country Program - CPs and HQ to assist in annual budget development including preparing budget timeline, Excel template, train employees, review and analyze for reasonableness, and review for compliance with existing grants.
. Monthly review of financial statements and accompanying documentation from all country offices within region. Recommend and assist with adjustments as needed.
. Preparing monthly consolidated financial statements for the region to the Controller and HQ, including a visual financial dashboard.
. Working collaboratively with the Controller to assist with cash flow management and reporting.
. Working collaboratively with the Programs department to analyze and report on financial costs and trends across the (Country Program ) CPs in the region.
. Assisting as needed in annual external audit process and preparation of audit workpapers for (Country Program ) CPs.
Responsible for communicating external audit results and variances to HQ.
. Participating in the internal audit function as needed and determined by HQ.
. Supporting CPs in developing budgets for specific in-country funding opportunities.
. Ensuring all (Country Program ) CPs are compliant with all aspects of the management of grants under their responsibility.
. Providing support to (Country Program ) CPs to build their capacity for grant management, through regular reviews and training as needed.
Supporting Countries for Program Delivery
1. Supporting in identifying surge capacity and facilitating their deployment as needed. Being also a surge capacity within the region.
2. Coordinating induction and ongoing training on CRS policies, procedures and systems. Insure timely dissemination of CRS policies and procedures. 3.Supporting Country Directors and the country SMT in planning for audits and implementation of audit recommendations. 4.Reviewing Country Management Operating Standards and monitoring the implementation of action points. 5.-Supporting countries to have their risk registers in place and helping them put in place a mitigation mechanism for the high risks. 6.-Establishing a strong financial monitoring system which could include monthly and quarterly reporting to region, reviewing and one to one teleconference with country finance managers. 7.- Reviewing country monthly cash forecasts and insuring reasonable level of cash in countries. 8.Carry out regular supporting visits to countries. 9. In coordination with regional IT officer, insuring timely provision of 2nd level Business System Support to countries. 10.- Reviewing and influencing financial outcomes including the annual planning process, monthly management accounts, forecasts and portfolio reviews. 11. Actively work with country offices to ensure the accuracy and reasonableness of forecasts submitted, likely opportunities and steps to mitigate funding gaps----------------
Nepal- CRS- Catholic Relief Services- Kathmandu Nepal
1. Approving and authorizing all administration and financial transactions through the consistent and correct interpretation and determination of applicable policies, procedures, rules and regulations, (e.g., bank accounts, disbursements within authorized limits).
2. Safeguarding the financial resources entrusted to the office by monitoring compliance with all operational systems and procedures. Establish relevant internal controls. Ensure accuracy, promptness and appropriateness of information and reports to Head of Office and HQs. Include the control of inventory, its utilization and disposal.
3. Undertaking regular visits to the field offices to resolve difficult problems, supports major activities, facility management, establish and/or conduct monitoring and evaluation of systems and procedures and adherence to rules and regulations, and training and guidance.
4. Advising and recommend to the Representative of Organization’s Headquarters (HQ) when deviation from the rules and regulations may be required and propose alternative solutions through the Representative to HQ, to meet office objectives.
5. Negotiating/arranging with government authorities for operational facilities of the Basic Cooperation Agreement, (e.g. customs, visas, protocol, receipt of contributions, security, accommodations, privileges and immunities). Assist in capacity building of government counterparts to ensure adherence to financial regulations and rules pertaining to cash assistance to the government.
6. Identifying and advising on appropriate office accommodations, (i.e. purchase vs rental, ensure maintenance of premises, security of staff, office premises, equipment and supplies). Establish procedures and monitors administrative operations relating to facilities management, oversight of contractual support (e.g. catering, custodial, travel operations, contracted security services), reproduction and mail operations, visas and protocol, telephone billing and stores management.
7. Establishing, maintaining, and providing technical guidance and support to various consultative and advisory committees submitting appropriate documentation and relevant reports
8. Contribute to the development of global policies, directions, new approaches and methodologies in the area of administration and finance through participation in strategic meetings and consultation at the Regional Office (RO) and HQ level.
ADMINISTRATION
*Ensuring administration related procurement transactions are carried out in a timely manner and in accordance with ORGANIZATION procurement financial guidelines policies and procedures.
* Ensuring the design implementation and management of administrative systems for efficient office functioning.
*Ensuring that Organization national and Country offices and other premises are adequate well-maintained and meet basic safety and health requirements. Ensuring timely and efficient contract management for all offices & premises.
*Ensuring Organization Country maintains insurance as per Organization policy.
* Ensuring all staff and related guests received high performance service related to visa work permit processing and travel arrangements.
*Ensuring the provision of suitable provide accommodation for ORGANIZATION staff and visitors at hotels and guest houses.
*Ensuring well provided accommodation for resident expatriate staff.
*Ensuring all fixed assets are effectively tracked maintained and managed.
*Monitoring inventory of office supplies and the purchasing of new materiasl with attention to budgetary constraints and regulations.
*Ensuring that organization databases (Assets Warehouse) are properly maintained and updated.
Oversee facilities services maintenance activities and tradespersons; provide instructive feedback and recommendations for enhancing the quality of the work.
Post Graduate Diploma in Business Management
C.A.- Certified Chartered Accountant- A.C.A- (Associate Member of the Institute Of Chartered Accountants Of India)- FINAL EXAMINATION PASSED FROM THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA- NEW DELHI
with honours