Finance Manager (Re-advertised)

 

TERMS OF REFERENCE

Position    : Finance Manager
Division    : Wildlife Conservation Society-Indonesia Program (WCS-IP)
Reports to: Head of Operations, WCS-IP and Regional Finance Manager, Southeast Asia Archipelago

Job Summary:
The Finance Manager will document and report to the Head of Operations, WCS-Indonesia Program and the Regional Finance Manager for the Southeast Asia Archipelago. The primary objective is to establish and oversee efficient systems for financial management for WCS-IP Office and Field Projects. S/he will maintain appropriate communication with WCS Project Leaders (Directors and Managers), key donors and funding agencies and local institutions (Ministries of Finance, Tax Office, etc). S/he will coordinate and consult regularly with WCS-New York to manage timely and accurate submission of financial reports. S/he leads and manages the WCS-IP Finance Program (including Senior Finance Officers, Finance Officers and Project Finance Officers).

Responsibilities:
General :
• Overall supervision of the Finance Program and its staff
• Ensure financial efficiency in all aspects of operations, advising the Head of Operations and Regional Finance Manager of any problems or weakness in financial controls and procedures, and any ways in which costs could be reduced
• Strengthen and document financial policies and procedures
• Ensure that highest standards of financial integrity are followed
• Ensure that all projects/activities in the country program are respecting national legislation including customs regulations, labor rights, taxes, benefits, etc.

Management and Training:

• Manage and support the performance and development of the in-country finance staff, to ensure the provision of an efficient and effective service.
• Conduct regular visits to field sites for monitoring and supervision purposes and oversee senior finance staff in conducting these visits.
• Provide financial support, training and advice to staff in country.
• Provide support in financial training and capacity development of partners and sub-grants in coordination with Program Managers.
• Provide support and feedback to local partners on financial reports submitted with a focus to improve their financial management capacity.
• Monitor the implementation of the organization's financial system and to adapt it in response to changing conditions.

Projections and Cash Flow Management
• Compile quarterly projections of expenditures and cash flow for projects and country office to ensure that sufficient funds are available for project operations, including requesting cash transfers from WCS-NY as needed.
• Liaise with bank representative in coordination with the Head of Operations to ensure smooth banking operations and maintain good relationship.
• Review monthly bank reconciliation report and do corrective actions as necessary.

Accounting:
• Ensure that all expenditures are made in accordance with established procedures, approved vouchers, complete supporting documentation and budget availability.
• Monitor all bak transactions, check and approve monthly bank reconciliations by the 10th day of the following month. 
• Where expenditures on projects is not in line with budgets, bring this to the attention of the Head of Operations, Program Manager and/or Regional Director and make recommendations to adjust spending accordingly
• Monitor all bank transactions and check and approve monthly bank reconciliations by the 10th day of the following month
• Where funds are received in-country, ensure that these are correctly reported to WCS NY and posted to the appropriate project, grant and account code
• Oversee cross-charging to other country programs as per established procedures
• Ensure complete accounting records are maintained including vouchers, authorizations, and reconciliations, including both paper and electronic records.
• Ensure proper tracking of project advances to staff, ensuring that advances are accounted for in a timely manner according to WCS procedures, and that an accurate balance sheet is kept of each staff member’s outstanding advances. Prepare a monthly report of outstanding advances at the end of each month by the 5th day of the following month
• Ensure government and other remittances are up to date and accurate.
• Conduct and document regular surprise petty cash counts. Report to management any irregularities noted.
• Review all accounting transactions prior to approval for completeness accuracy, reasonability and allow ability.
• Lead the monthly closing process ensuring that all month's data are properly documented and correctly recorded in the financial system.

Reporting:

• Prepare and submit analysis on all country project expenditures to WCS New York according to WCS established procedures and deadlines
• Oversee monthly and year-end reconciliation of accounts, reports and bank statements
• In consultation with the Head of Operations and Regional Finance Manager and the Program Managers, ensure communication, reporting and administrative requirements of donors are met
• Prepare and present written and verbal reports to public, NGO, Government and Donor agencies as required.

Audit and quality control:
• Ensure that all transactions entered into the SAP in the central office are correctly and consistently recorded, including grant, fund, project and other information where needed. Perform a monthly check of all financial data by the 10th day of the following month.
• Ensure that revenue and expenditure posted by WCS NY is correct, and is assigned to the correct project, grant/fund and account codes, and where problems are found ensure that these are resolved with the appropriate staff in NY along with project staff as required
• Supervise regular petty cash counts out on a weekly basis
• Assist in preparation of internal and/or external audits, prepare audit responses and ensure implementation of accepted recommendations

Other:
• Provide day-to-day guidance and advice to finance team specifically in accounting theory and practice, as well as in compliance with financial accounting policies and procedures.
• Leads and participates in the development of finance policies and procedures (including their documentation for WCS-IP) to be able to maintain a well-financially controlled environment.
• Provides key input and guidance to the finance team in resolving pending items, or transaction problems and irregularities and ensure resolution in a timely and effective manner.
• Provides assistance and support during internal and/or external audit. Draft audit response and ensure implementation of agreed audit recommendations.
• To represent WCS to public, NGO, Government and donors as required.
• Undertakes other tasks as deemed necessary in line with the goal of providing management support to the Head of Operations and/or Regional Finance Manager.

Requirements:
• Bachelor’s Degree in Accounting or Finance (CPA preferred).
• Minimum 7 years successful experience working in similar position with an NGO (local or international).
• Knowledge in accounting and experience managing computerized financial systems (Sun System and/or SAP preferred).
• Computer skills mandatory. Proficient in Microsoft Office Applications.
• Strong leadership and interpersonal skills, solid programming, financial and organizational development skills; strong coaching skills and excellent analytical and financial planning skills.
• Strong analytical and interpretative problem solving skills.
• Knowledge of the policies, regulations, reporting formats, and cultures of traditional donors, including USAID, UNDP, and others.
• Able to multi-task, establish priorities and meet deadlines.
• Good oral and written communication skills. English and Bahasa-Indonesia.
• Concern for wildlife conservation & environmental issues is essential.

Please note that the above TOR constitutes only the main responsibilities and duties of this position. As WCS-IP is a flexible organization, staff members are expected to undertake any other tasks that are allocated to them but which are not part of their regular TOR.


Application Details
Please submit your job application consisting of updated curriculum vitae, expected salary, three professional references and a cover letter explaining your interest towards this work and/or this organization to wcsindonesia@wcs.org marked with “Finance Manager" by March 15th 2017. No correspondence, only short-listed candidates will be notified.

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Contact Information
Address: 2300 Southern Boulevard Bronx, New York 10460 Phone Number: (718) 220-5100