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Mercy Corps Ethiopia
position 1: Country Finance Manager
About the Job
General Position Summary
The Country Finance Manager is a member of the Senior Management Team (SMT) and leads the Finance Team in Addis Ababa. S/he is responsible for all aspects of financial management of the country program, working collaboratively to ensure compliance with Mercy Corps internal policies and procedures as well as donor regulations. The Country Finance Manager must ensure that systems of internal control are understood and strictly adhered to. S/he works under the direction of the Country Director and is responsible for all financial functions in Ethiopia, including accounting, payments and banking, payroll, budgeting, financial reporting and grant financial management and compliance. The Country Finance Manager, in support of the Program Department, provides timely reports and assistance to the Country Director and the Program Teams to ensure that financial resources are utilized efficiently and effectively.
Position Title: Country Finance Manager
Duty Station: Addis Ababa
Open Position: 1
Safeguarding Risk Level: High
Essential Job Responsibilities
STRATEGY & VISION
- Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
- Set direction of finance department by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
- Work with the Country Director and senior management team to grow the program portfolio, formulate strategies and plans.
- Move from short-term remedial actions to longer term systemic change that will result in enduring change and improvements to the internal controls.
INFLUENCE & REPRESENTATION
- Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
- Communicate effectively to ensure overall project targets and donor obligations are met.
- Interface with the (donor) representatives to convey information about programs as appropriate.
- Communicate with partners to verify their systems and that they understand and follow all appropriate procedures and archiving.
- Participate in sharing best practices with NGOs and governmental agencies.
- Establish high level of credibility and manage strong working relationship with external stakeholders.
OPERATIONAL – FINANCIAL
- Plan and implement effective and transparent systems for financial operations in both the main country and field offices in accordance with the Mercy Corps Field Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, grant management and compliance.
- Develop (and keep up to date) annual fiscal year budgets with the Country Director and develop and implement grant budgeting and forecasting systems with Program Managers/Directors.
- Work with the Country Director to ensure budgets are efficiently and effectively managed, allowing identification and follow-up of programming and potential spend out issues (eg under or overspends).
- Ensure adequate forecasting & recognition of commitments on grants to enable appropriate use & action on BvAs with Program Staff.
- Ensure timely recording of expenditures by the field Finance teams with accurate expenditure descriptions entered into Navigator
- Ensure coding errors are kept to a minimum and transaction listings are adequately reviewed to confirm that the right costs were included in the right places.
- Ensure effective, transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures. Ensure that Mercy Corps financial systems are robust, compliant and support current activities and future growth.
- Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of Mercy Corps programs.
- Analyze compensation packages, taxation requirements and human resource policies for local staff to ensure that Mercy Corps’ has adequately accounted for the financial impact of local staff compensation and benefits.
- Provide monthly standard accounting submissions to Mercy Corps Headquarters, including general ledger files, account reconciliations, expenditures by cost center/project, required sub-grantee reporting, as well as other financial information in a timely and accurate manner.
- Provide monthly management reports to the Country Director, COP and Program/project Managers, including expenditures by cost center/project, sub-grantee reporting and other financial information, in a timely and accurate manner.
- Guide and oversee country Compliance team management process for local and international recipients, from the inception period and pre-award assessment process, to contracting, implementation, financial reporting, budget realignment & management, asset & accounts reconciliations, and closeout.
- Provide regular review and monitor subawardees’ financial reporting and compliance.
- Assist internal and external audits and reviews as required to ensure compliance with Mercy Corps and donor requirements. Work with SMT to respond to audit findings that ensure no reiterations from previous audits.
- Provide training for finance and non-finance staff on financial management and processes (budgets, coding, planning, etc.)
- Ensure a focus on quality and completeness of documents. Documentation with a clear audit trail in stand-alone files with either all documents attached and/or a cross-referenced to specific locations.
COMPLIANCE
- Prepare and ensure timely submission of country-level government reports (statutory audit report, Financial Statements, statutory remittance on the state and federal level, etc.) Ensures that relevant country level tax exemptions and associated requirements are met
- Monitor and keep Mercy Corps up to date with banking, cash management and other related local government regulations which may impact Mercy Corps Ethiopia operations and programming
- Ensure close coordination and synchronized approach to partnership/subawards management by program and Compliance teams
- Provide additional technical assistance to Compliance team in delivering quality capacity building for subawardees’ to maintain high standards of compliance.
- Help identify efficient and effective solutions to issues while ensuring compliance with Mercy Corps’ policies and donor regulations.
- Perform follow-up and resolutions for internal and external audit recommendations to improve or enhance the internal control environment.
- Prepare and maintain the Country Office and Complex Programs’ Compliance Trackers and provide inputs into Country Office Risk Register in conjunction with the Country Director, update quarterly.
TEAM MANAGEMENT
- Lead and develop finance teams in the main office and field offices.
- Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
- Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
- Provide team members with information, tools and other resources to improve performance and reach objectives.
- Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
- Hold finance and Grant and Compliance staff accountable and take ultimate responsibility for performance of the team members.
- Ensure smooth integration of Grant and Compliance team under the Finance Department
- Provide oversight, technical support, and mentoring to finance and Grant and Compliance team on ongoing basis
SECURITY
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
ORGANIZATIONAL LEARNING
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
ACCOUNTABILITY TO BENEFICIARIES
- Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Supervisory Responsibility
Directly: Grant and Compliance Manager and Accounting and Reporting Manager.
Indirectly: Mercy Corps Ethiopia Finance and Compliance Team
Accountability
Reports Directly To: Country Director
Works Directly With: HQ Regional Finance Officers in Edinburgh/Portland, HQ Program Officers, Senior Operations Manager, Country HR Manager, DOP, COP, and Program/Project Managers.
About You
Knowledge and Experience
- At least 10 years of progressive financial management experience is required.
- BA/S or equivalent in accounting or finance is required. An advanced degree is preferred.
- At least 4 years of experience in grants management as well as an understanding of donor regulations is required (particularly USAID, DFID and EC).
- At least 3 years of international experience is required; international NGO or business
- Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.
- Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
- Advanced computer skills in MS Office programs, particularly Excel.
- Prior management experience and strong organizational skills.
- Excellent oral and written English skills required.
Success Factors
The successful candidate will have an ability to interact effectively across program and finance teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The Country Finance Manager must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
How To Apply
All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent electronically.
Only candidates that are short-listed will be acknowledged and called for interviews.
“Mercy Corps is an equal opportunity employer promoting gender, equity and diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”
DEADLINE FOR ALL APPLICATIONS: May 24 / 4:00 PM
Position 2:Grant & Compliance Manager
Position Title: Grant & Compliance Manager
Duty Station: Addis Ababa
Open Position: 1
Safeguarding Risk Level: High
ESSENTIAL JOB FUNCTIONS:
Compliance Monitoring
- Assist the Country Finance Manager in ensuring that for all donor funded projects, we have established a systematic monitoring tool called “Compliance Checklist” per donor/per grant and disseminate this timely to all budget holders and sub grantees involved.
- Assist the Country Finance Manager in ensuring that all newly recruited budget holders have received an adequate level of training on all donor compliance matters as well as in the Mercy Corps’ internal policy and procedures. And organize periodic refresher training for the existing staff.
- Ensure that all grant files are kept to the standard level (hard and soft copies) in a very systematic order and all the relevant information is accessible from the common (share) folders. To implement this, follow the minimum standards of filing checklist designed by HQ and add more information which may be necessary for local use. Ensure that all relevant grant-related information is kept in the finance unit as a central source for any form of reference. Ensure that the project technical staff are handing over all key grant-related documents and check with GCC to obtain any missing part of grant information.
- Lead all the donor audit and ensure that all donor audit work is well coordinated and assist the Grant and Compliance Coordinators in executing their role in relation to donor audit.
- Make periodic and planned field visits and ensure that all donor as well as MC internal policies and procedures are implemented to an adequate standard. Ensure that all field visits are completed with a standard visit report on observations and includes recommendations. Perform quarterly review work whether such recommendations are implemented in a consistent manner.
- Ensure that all support service staff and budget holders are familiar with Mercy Corps internal policies and procedures and prepare summarized induction package for newcomers on such internal policies and procedures.
- Ensure that field offices are consistently implementing internal audit recommendations and ensure that this is built in the visit terms of reference by the Addis Ababa Finance team.
- Coordinate with the Country Finance Manager and Country People and Culture Manager and ensure that host government compliance matters are properly followed and flag any deviations in the monthly finance or support service meeting. Ensure that the compliance registration checklist is regularly updated.
- Provide all compliance related information to the regional finance officers (based in HQ – PDX and Edinburg) as and when requested. Coordinate with the Regional Finance Officers (based in HQ) and local Field Finance and Reporting manager on all local donors’ ad-hoc reporting needs.
Financial Accounting and Budgeting
- Together with other finance colleagues, as a team, provide strong support on the annual statutory audit and any other Audit related to MC Ethiopia programme.
- Provide timely and accurate management dashboard information monthly for Country Finance Manager. In addition to this, perform monthly BVA/BVE analysis for grants which the Grants and Compliance Manager is “Account Manager.
- Based on the Authority Matrix, perform consistent and standard level financial review for all documents submitted for review. During the review process, ensure that all documents are properly signed by the assigned budget holders, they are compliant with Donor policies and procedures, and compliant with Mercy Corps’ HQ and Local procedures.
- Lead A-133 audit and ensure that information for HQ A-133 audit is submitted timely and coordinate with the Grants and Compliance Coordinators and Senior finance Officers on document extraction and submission.
- Upon the development of new proposals, ensure that all new proposals cover the costs to the required level and assist the project technical team in the development of such budget information. Ensure that costs to the company/organization are handled properly and assist the Country Finance Manager in analyzing funding gaps.
- With Support of Grant and Compliance Coordinators, facilitate and organize Grant management meetings (Kickoff, review and close out meeting) with all stakeholders.
Sub Grantee Management
- Ensure that we have a complete Database showing who are the partners we are working with, from which funding source, how much advance we have given in local as well as in foreign currency, balance settled and amount that MC owes, or partners owe to MC.
- Lead the selection process of Sub Grantees and assess their capacity based on the standard MC’s procedures applicable to Partners.
- Coordinate with the Grant and Compliance Coordinators and ensure that all sub grant files are kept per grant in the Addis Ababa finance unit and the files kept are meeting the standard required and helpful for all future references.
- Perform planned and periodic visit to the partners’ office and produce monitoring report. Implement partners (sub grantees) monitoring localized tool developed by the Mercy Corps Ethiopia Finance unit and produce adequate level of information based on the tool devised.
- Follow up that all weaknesses observed in the previous visit are addressed in the subsequent visit.
- Coordinate with the Grant and Compliance Coordinators and ensure that partners external audit is handled to the required level and sub grantees/partners have also addressed such audit findings in a timely manner. Make consistent follow up till the time the audit findings are addressed and flag any issues to SMT.
- Responsible for subaward financial close-outs, including ensuring that all requirements of the subaward agreement have been met and that subaward funds have been properly settled.
- Assist the Country Finance Manager in providing capacity building training for the partners, particularly for the local partners who may have material capacity development needs.
- Create sub award card, review & post financial reports and record subaward information on Navigator.
Team Management
- Develop the capacity of the team, deepen understanding of their roles and assist with career development.
- Assist team members with information, tools and resources to improve performance & reach objectives.
- Promote accountability, communicate expectations and provide constructive feedback informally &formally via regular one on ones and performance reviews.
- Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
- Hire, orient and lead team members as necessary.
Influence & Representation
- Interface with the (donor) representatives to convey information about programs as appropriate.
- Participate in sharing best practices with NGOs and governmental agencies.
- Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
- Maintain high ethical standards and treat people with respect and dignity.
- Demonstrate an awareness of his/her own strengths and development needs.
Security
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
Organizational Learning
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
- Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Supervisory Responsibility
Grants and Compliance Coordinators, Finance & Compliance Specialist, Grant Assistant
Accountability
Reports Directly To: Country Finance Manager
Works Directly With: Finance Department, (with authority for technical financial matters); Operations Department, Program Managers, MCG/MCE HQ Compliance, and others
About You
Knowledge and Experience
- A BA/S or equivalent in accounting or finance required; advanced degree preferred.
- At least 5 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
- At least 4 years’ experience in grants management as well as an understanding of donor regulations required.
- Demonstrated experience and skill with administrating solicitations for subawards, assessing potential subrecipients and the proven ability to oversee a team that is responsible for monitoring subrecipients.
- Strong skills and experience working with donors to obtain approvals and waivers as necessary for compliance with donor regulations.
- Prior management experience and strong organizational skills.
- Advanced computer skills in MS Office programs, particularly Excel.
- Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
- Excellent oral and written English skills required; proficiency in English is preferred.
- Ability to work effectively with an ethnically diverse team in a sensitive environment.
Diversity, Equity & Inclusion
- Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
- We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
- Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
- We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
Requirement Skill
Desired Skill
How To Apply
All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent electronically.
Only candidates that are short-listed will be acknowledged and called for interviews.
“Mercy Corps is an equal opportunity employer promoting gender, equity and diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”
DEADLINE FOR ALL APPLICATIONS: May 24 / 4:00 PM
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