HR Administrative Follow up – Staff

• Ensure that declarations and payment of taxes and charges are made to relevant authorities.
• Assess financial risks associated with changes in administrative policies and ensure their impacts are addressed within financial tools, systems, and policies such as;
  • Changes in Social security & Taxes
  • Upgrades to staff salaries
  • Changes in staff per diem rate

Financial and budgetary management:

• Prepare the monthly budget follow up documents and prepare financial formats of the mission:
• Update the monthly format with updated SAGA extraction and exchange rate and send it for base update
• In line with new projects approval, prepare formats of financial follow up (OFU, LFU, TFU, MFU, VFU, BFU) for the review of finance coordinator
• Prepare monthly projects budget follow ups and analysis for the review of the finance Coordinator:
• Consolidate the monthly budget follow up
• Cross check information recorded by the base and request information to justify any variation month to month
• Prepare & share BFU analysis with finance Coordinator prior to base BFU meeting
• Ensure that global/master allocation board is updated after closure of monthly accountancy & shared with all the bases
• Ensure that global/master allocation board is updated after finalizing each final financial report for grants.
• Ensure that all new grants are updated in allocation board as soon as grant is submitted to donor
• Participate to BFU meeting for base & prepare meeting action plan that is shared with finance coordinator
• Prepare & consolidate bases budget proposals for donors that is shared for finance coordinator validation.
• Develop/update SI internal budget template integrating updated average exchange rates, adapt SI template to incorporate conveniently into Donor budget, harmonize all tabs (BOQ’s, HR Chrono, etc.), ensure functional links & formulas accuracy, ensuring updating fundamental data such as unit costs etc. reflecting current information.  
• Check & consolidated partners budget into SI budget for all new grants and submit to finance coordinator for his/her review
• Prepare the budget proposals & budget modifications for Syria & Iraq that needs to be validated by finance coordinator
• Conduct variance analysis and provide recommendations for budget optimization for the grants facing challenges with under & overspent.
• Contribute to kickoff & Grants closure meeting (finance) presentations when informed by grants.
• Prepare financial risk & share with Finance coordinator for his/her validation

Cash Forecast update and treasury management

• Ensure all bases including Iraq sends their monthly forecast in timely manner
• Verify & consolidate all bases & Amman forecast
• Coordinate with Base Admin managers in case of high/unrealistic forecast to avoid high HQ cash transfers to mission & high end month cash/bank balances
• Check Amman monthly cash needs (CFF) with HR & Logistics department. Compile them & share it with finance coordinator
• Continuously oversee liquidity concerns related to the Iraq/Erbil bank account to prevent cash shortages within the mission.
• Proceed and follow the cash transfer done from  the Headquarter in Paris
• Review & verify all Supplier payments/AoP check full payment file for Finance Co Validation
• Validate procurement request for Amman up-to 10K EUROS

Donors and Reporting:

• Identify, prepare & share all re-allocations seeking finance coordinator approval before sharing with Senior accountant for integration into SAGA & BFU in order to optimize the grants fully.
• Review & analyze financial reports prepared by the finance team, ensuring accuracy and compliance with regulations that can be shared for Finance Coordinator validation.
• Close coordination with compliance & grants team regarding financial matters, ensuring compliance with donor
• regulations and timely submission of financial reports.
• Assist in proposal development, providing financial guidance and contributing to budget preparation for donor funding through;
  • Draft budget distribution for finance coordinator review
  • Sharing budget templates (Internal & Donor)
  • Donor rules & regulations associated to finance.
  • Financial guidance related to cost & no costs extensions, budget modifications & Donor flexibility.
• Assist in preparing Donor reports when the Senior Accountant is unavailable or upon request by the Finance Coordinator during high workload

Finance team and management

• Define the needs of his/her team at coordination level and lead the recruitment if needed
• Supervise and mentor finance staff under his/her supervision, promoting a high-performance environment.
• Contribute to the training sessions that will increase the financial management capacity of SI staff members across the bases.
• Conduct frequent field visits to ensure not only supporting the field team but also training them to enhance their capacity on financial management.
• Provide technical support to the finance teams when required
• Lead the BFU base meeting in case of absence/gap of finance coordinator

Partnership management:

• Regularly monitor and analyze partner reports and burn rates, identifying any areas requiring immediate attention or alerts. Communicate significant findings to the finance coordinator for necessary action or solution.
• When requested, perform finance due diligence for new partners & contribute to existing partner performance evaluation.
• Build Partners capacity on financial management through regular guidance, support & trainings

Audit

• Prepare & share documents with finance coordinator for all active or closed Grants requested from authorities, donors & auditors
• When requested, contribute to Internal audit managed by compliance for all active or closed Grants
• Monitor audit compliance with authorities requirements, donor agreements, and organizational policies.
• Develop & maintain a systematized spot check system within the finance department to enhance compliance with financial regulations & mitigate risks.

Coordination:

• Takeover the tasks of the Finance coordinator in case of absence/gap of the position
• Lead the finance meetings at Amman level when requested &/or in the absence of finance coordinator. 
• Represent the Finance department in the Coordination meetings when requested &/or in the absence of finance coo

SI Syria Mission:

Goal/Purpose:

The Finance manager supports the Finance coordinator in processing financial management, and administrative requirements of the mission. The Finance manager is responsible to contribute to the financial and budgetary management of Syria/Iraq mission.

He/she monitors and overviews the implementation of the financial process, assists the finance coordinator to define and implement financial policies at mission level and supports the base in the implementation of the process.

The financial manager manages the finance teams with the support and under the supervision of the Finance Coordinator.

He/she manages the cash processes (cash transfer, partner payment follow-up…) at the mission level with HQ coordination & under the supervision of the Finance Coordinator.