Job Title: Finance Manager

Department: Operations

Division: Finance

Duty Station: Bukavu, DRC

Line Manager: Start-up Manager/Head of Mission

Technical Line Manager: Global Director Finance and Operations

Line Management Responsibility: Finance Assistant

Position Type: Full-time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview:

NP is in the process of setting up its country program in DRC to support the strengthening of safety and security of conflict-affected communities in South Kivu and North Kivu. Working through Unarmed Civilian Protection (UCP), NP centres local communities in preventing violence and promoting positive peace. The NP programming will focus on building capacities within local communities to engage in nonviolent self-protection methods such as protective accompaniment/presence, community-led safety and security initiatives such as conflict de-escalation techniques and early warning/response mechanisms. Secured funding spans several years and offers an exciting opportunity to be at the forefront of sustainable, civilian protection.

Job Summary:

The Finance Manager is responsible for oversight of finance and compliance in NP DRC and is supported by a Finance Assistant. The Finance Manager is a member of the Senior Management Teams in both NP Sudan and NP DRC, and responsible for financial and accounting management; financial reporting, accounting, funds management, preparing donor finance reports, contributing to fraud control procedures, payroll, and related administrative tasks. The Finance Department ensures compliance with donor and governmental regulations as well as Nonviolent Peaceforce internal policies and procedures. In its role as a support to the Programs and other Departments, the Finance Department provides timely reports and assistance to all departments and to HQ to ensure that financial resources are used efficiently and effectively. Although the finance manager reports to the Head of Mission, he/she has a functional reporting line to the NP Group Director Finance and Operations.

Key Responsibilities:

Receipt of supplier invoice & payment process.

• Review invoices for accuracy and proper approval
• Review the supporting documents before payment is approved by the Head of Missions/budget holder.
• Ensure that the purchase orders are properly coded and match with the donor budget
• Ensure proper filing and supporting documentation is in order

Petty Cash & Cash Fund Management.

• Ensure payroll advances are recorded in the payroll on a monthly basis
• Ensure the R&R allowance is recorded in the payroll on a monthly basis
• Ensure the advances accounts are cleared on a monthly basis
• Ensure weekly reconciliation of petty cash

Cash Disbursement to Field Sites.

• Review and maintain oversight of cash fund disbursement forms
• Manage withdrawal of petty cash/ cash fund from the bank
• Oversight of cash movement including verification of receipt by recipient/field site
• Ensure withdrawal and deposit to and from the bank are recorded
• Ensure that the cash count reconcile with the balance in the books of account

Bank and Control Accounts Reconciliation.

• Prepare and review the monthly bank reconciliations

Cash Forecasting

• Maintain a 6-month cash forecast, and updated on monthly basis

Monthly closure & Financial Reporting.

• Close the accounts for the month ensuring that all vouchers and expenses are posted by the end of the month
• Prepare month end reports for in-country Senior Management Team and submission, including Budget vs. Actual reports and those included in NP’s internal control processes.
• Maintain real time accounts payable system with monthly submission to HQ
• In liaison with program staff ensure accurate and timely reporting on budget vs. actuals reports to HQ, including variance analysis.
• Ensure that the transit accounts are cleared and reconciled monthly.

Payroll Management

• Review the master payroll file on a monthly basis and ensure that social charges and other statutory deductions and contributions are calculated and accounted for correctly.
• Ensure that national staff social security and taxes are paid to relevant authorities in a timely manner.
• Ensure that the annual tax declaration and other statutory reports is prepared and filed to related office in a timely and accurate manner.
• In liaison with program staff ensure correct cost allocation of staff costs

Budgeting and forecasting.

• Support to the Programme team in the preparation and monitoring of program/project budgets
• Prepare budget for Finance Department and assist in the budget preparation with the project managers
• Work with Head of Mission to coordinate the annual programme budgeting process
• Liaise closely with relevant staff for monthly review and adjustment of Country Programme as well as individual project forecasts.

Other

• Ensure internal controls are implemented throughout the country programmes with a specific focus on ensuring thorough fraud prevention processes and oversight
• Ensure due diligence, oversight and compliance with donor reporting requirements
• Ensure timely and accurate reporting to donors
• Coordinate and prepare for annual audits as well as project audits
• Coordinate the submission of monthly, quarterly and final financial reports to Tax offices in Kinshasa and Port Sudan
• Facilitate training of finance procedures to finance and non-finance staff
• Identify and build, or facilitate staff capacity building

Qualifications:

• Bachelor’s in accounting, Finance or equivalent. Certified Public Accountant (CPA) qualification.
• At least 5 years’ experience in finance management with a nongovernmental organization (NGO)
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Experience in grants financial management and accounting
• Experience working in multi-cultural environment
• Demonstrated attention to detail

Key Challenges:

• Balancing the demands of different country programs when they have similar internal deadlines
• Ability to work with several management stakeholders

Skills and Competencies:

• Strong communication skills – English and French both essential
• Excellent problem-solving and analytical abilities.
• Excellent time management and ability to deal with competing demands
• Ability to work effectively in a team and independently.
• Commitment to the humanitarian principles (humanity, neutrality, impartiality and independence) and the work of Nonviolent Peaceforce.

Independent Judgment/Analytical:

• Ability to manage information with discretion
• Ability to set priorities, solve problems and analyse data
• Demonstrable ability to effectively process and consolidate information and documentation from multiple locations.

Interpersonal:

• Flexible, energetic and adaptable
• Ability to work in a multi-cultural environment
• Proven ability to build relationships

Preferred Qualifications:

• Quick Book experience is a significant advantage

Working Conditions:

• This field position may include challenging living conditions, limited access to amenities, and potentially unstable security situations.
• You must be prepared to live in basic or non-traditional accommodation, which may include shared housing, camps, or field-based settings
• Demonstrated ability to adhere to strict security protocols and maintain high level of