Prepare financial reports for all donors as required by them and within the contractual timeframes and in accordance to donor contracts;
Prepare and present the monthly and Annual Financial Reports to Senior Management;
Develop annual program and organizational budgets oversee and supervise budget plans of projects with the director and defend the prepared budget in donor budget meetings;
Develop database for provincial offices as and when required;
Maintain Payroll System and run staff salaries on monthly basis;
Monitor project expenditure and implement corrective action where such expenditure exceeds or is not consistent with agreed budgets and donor requirements;
Review the internal policies and procedures on periodic basis and provide constrictive recommendations to Management team for strengthening the internal controls over the processes;
Manage and supervise the work of the Finance and Admin Unit’s staff ensuring that all financial administrative tasks are completed accurately and timeously;
Ensure that the taxes are calculated in line with the Government rules and regulations and are paid on time;
Assess the risks associated with the processes and ensure that there is no chance of fraud in any of the processes;
Ensure all documents are electronically and physically filed and available for internal and external audits;
Attend the donor meetings when required by donors;
Prepare monthly bank reconciliation and Monitor petty cash on regular basis;
Handle and coordinate with all types of Auditors (Donor Audits and JFAO external Audit) ensure implementation of the audit recommendations (if any);
Attend the Board Meetings and present the financial reports generated for the required period;
Develop strategies that work to minimize financial risk;
Responsible for the timely management of all in-country recruitment processes local and international ensuring that they are fully compliant with JFAO’s guidance and procedures;
Lead the implementation and monitoring of all JFAO personnel and HR regulations (national and international) to ensure country office compliance and regularly monitor national employment law suggesting modifications to internal rules to the Executive Director where appropriate;
Coordinate and monitor national employee performance monitoring grievance management and discipline escalating issues where appropriate to the Executive Director;
Maintain accurate and up-to-date employee (national & international) leave records and monitor the proper use of leave by staff in the country office;
Prepare the national staff monthly payroll and control timesheets and any tax payments/deductions and maintain national staff insurance enrolments/medical payments for country office staff as required under statute;
Provide support to internal and external audit requests in the field of HR coordinating with JFAO as appropriate;
Regularly maintain country office personnel files (national and international);
Support JFAO in gathering and monitoring of relevant KPIs and other HR management and performance related data.
Legal and Compliance
Ensure all necessary legal and regulatory documents are filed in a timely manner on behalf of JFAO with the relevant national authorities in order to maintain JFAO’s formal in-country registration;
Develop and oversee control systems to prevent or deal with violations of legal guidelines and internal policies evaluating the efficiency of controls and improving them continuously suggesting revisions to procedures reports etc. periodically to identify hidden risks or non-conformity issues;
Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements;
Liaise with relevant officials of government institutions/regulatory bodies as required for ensuring compliance and addressing any issues;
Facilities and Asset Management
Manage the entire scope of facilities management tasks for the JFAO country office ensuring the effective provision of function and support services;
Prepare and maintain all of the organization office’s leases and contracts with suppliers (offices utilities vehicles security etc.);
Equip and maintain all staff facilities and vehicles to the required standard;
Establish and regularly maintain a central asset register for the country office and ensure full implementation of and compliance with all asset management regulations;
Functions as overall Office Manger ensuring smoothing functioning of offices in terms of services supplies and consumables;
Procurement and Logistics
Implement and fully comply with all Procurement and Logistics regulations applicable for JFAO and its donors in the country office and ensure all staff are aware of their roles and responsibilities with regards to procurement;
Oversee full implementation of procurement processes as outlined in JFAO’s internal regulations and operating procedures;
Enforce all controls to prevent fraud and corruption;
Maintain up to date and accurate procurement files in full compliance with JFAO policy;
Manage and maintain contractual agreements and relationships with vendors/contractors and all service providers;
Carry out regular local market surveys for goods and services and ensure the Supplier/Vendor List and other databases are kept up-to date;
Lead audit follow up in the area of logistics/procurement.
Safety and Security
Serve as the primary point of contact for the Donors regarding the progress tracking and reporting of security audit findings and recommendations.
Plan coordinate and deliver monthly awareness briefings in line with monthly safety and security.
Ensure appropriate steps are taken towards safeguarding JFAO facilities vehicles and assets in accordance with JFAO’s safety and security policies and regulations.
Management Plan including safety and security roles and responsibilities.