Job Description
Please note that this job description sets out to define the major areas of responsibility present in the job at the time that the document was drawn up. The content of the actual job could include ad hoc tasks not present in this document and the job description will grow and change according to the organizational needs as the organization develops. This document will be reviewed regularly, particularly during performance reviews with the job holder.
Job Title: Finance Manager
Unit: Finance Unit
Grade: E1/E2
Reporting To: Head of Operations
Number of Subordinates: 2-4
Travel Required: Occasional
Overall Purpose Of Job:
To utilize exceptional organizational skills to manage organizational finances and financial reporting, facilitate unqualified financial audits, and ensure that financial policies and procedures are adhered to.
Dimensions:
Takes full responsibility for managing a functional unit within the organization. Tasks require strategic decision-making, analytical understanding, co-ordination across several units within the organization, and high level management. Ensures that strategic planning of unit is implemented. Includes responsibility for supervising and training others. Recognisable experience and expertise required. Example: Grants Manager, Communications and Partnerships Manager, Finance Manager (5 years experience in similar position)
Purpose:
Responsible to ensure the provision of high level financial services, including development and maintenance of relevant financial records; development of financial policies and procedures within organizational guidelines; facilitating financial audits to achieve unqualified audit reports; budget development and tracking; cash and bank account management; financial reporting; financial risk management; including:
Managing the finances and financial systems of the Trust;
Preparing monthly and quarterly financial management reports;
Preparing annual financial statements;
Budget preparation, monitoring, and reporting;
Cooperating with the internal auditor to implement recommendations for improvement of financial management systems;
Human resource management including performance management of the finance unit personnel;
Liaising with relevant service providers, tax advisors, legal advisors, insurers, and auditors; and
Undertaking any other related tasks that may be assigned by the Head of Operations or Executive Director, within the scope of financial management.
Key Performance Areas:
Financial Management
Ensure compliance with financial policies and procedures of the Trust;
Establish and maintain financial management mechanisms that reduce financial risk;
Implement controls particularly on expenditure, cash advances, etc;
Ensure efficient functioning of financial systems, ACCPAC;
Implement organizational decisions and manage procedures relating to the management of bank accounts, investments, tax and other registrations; and
Manage business online payments and ensure correct capturing and processing of information.
Financial Reporting
Producing accurate financial reports in line with deadlines set;
Prepare monthly consolidated financial management reports and ensure that monthly bank statements are balanced;
Prepare quarterly financial reports for trustees and donors;
Prepare cash flow forecast monthly and quarterly;
Prepare financial quarterly reports;
Prepare Annual Financial Statements to trial balance; and
Assist in ensuring that all financial reporting obligations to donors are met.
Budget Development and Tracking
Collaborate with managers to develop annual budget, as well as cashflow projection for the year;
Plan, prepare and review annual budgets for approval by the Board of Trustees;
Continuously develop, update, and ensure that the Trust's budget cycle is implemented within the stipulated time frames; and
Monitor the budget and produce monthly and quarterly variance reports and budget forecasts.
Financial Audits
Facilitate annual external audits of the Trust's financial records;
Cooperate with the internal auditor to implement recommendations for improvement of financial management systems; and
Ensure that all items from the auditors' management report are addressed before the next audit.
Bank Accounts
Responsible for the day-to-day operation of the bank accounts, including online banking through Standard Bank Online or any other online banking system that may be used by the Trust;
Ensure adequate cash flow for bank transactions made by the Trust; and
Oversee the day-to-day financial transactions of the Trust.
Grants
Assist with the preparation of grants disbursement schedule;
Ensure that grant partners' financial reports are thoroughly reviewed and approved before further grant disbursements are made to the partner; and
Ensure that cash advance requests from grant partners are thoroughly reviewed and approved before further grant disbursements are made to the partner.
Human Resource Management
Manage relevant finance unit staff and consultants;
Facilitate submission and payment of monthly EMP201 return (including PAYE, SDL and UIF) to SARS;
Ensure annual filing of tax returns to SARS; and
Mediating finance unit staff matters before involving the Head of Operations.
Audit, Risk, Compliance, and Remuneration Committee of the Board of Trustees
Serve as secretary to the Audit, Risk, Compliance, and Remuneration Committee of the Board of Trustees;
Ensure accurate minutes of meetings of the finance, audit, and remuneration committee of the board of trustees are recorded and finalized;
Ensure that an up to date financial risk assessment of the Trust is maintained and that risk mitigation strategies are developed and managed at all times.
Behavioral Competencies:
Strong communication skills (verbal and written)
Excellent planning and organizing skills
Attention to detail, meticulous and thorough
Assertive
High level of integrity
Technical Competencies:
Advanced knowledge of Microsoft Office and spreadsheets;
High level ACCPAC user;
Strong financial management skills;
Strong planning and coordination skills; and
Competency in French and/or Portuguese is an added advantage.
Academic Requirements:
Relevant accounting degree and/or a minimum of 5 years relevant experience in a financial management role.
Additional Requirements:
Proof of professional indemnity and crime/fidelity insurance.
Please note that this job description sets out to define the major areas of responsibility present in the job at the time that the document was drawn up. The content of the actual job could include ad hoc tasks not present in this document and the job description will grow and change according to the organizational needs as the organization develops. This document will be reviewed regularly, particularly during performance reviews with the job holder.
