Médicos Sin Fronteras Finance Manager (bilingual French/English)

Please note that this position is full-time based in our projetcs in Africa, Asia or Latin America.

MAIN OBJECTIVE OF POSITION

The general objective of the Finance Coordinator is to properly manage and guarantee the financial resources used in the mission.

With his actions and initiatives, s/he guarantees the effective and concrete development of financial management within the mission ensuring the transparency (external and internal) and accuracy of financial resources used.

FUNCTIONAL AND HIERARCHICAL LINES

Reports hierarchically to the head of mission (hierarchical manager) and functionally to the operational finance coordinator (FINOCO, technical manager) in the operational cell.

Manages the Accountant manager (hierarchical manager) and supports technically the field administrators (or Logistics administrators if any) regarding financial and general administration management.

Collaborates with the mission coordinators team members (medical, logistics, HRco and field coordinators)

RESPONSIBILITIES

The Financial Coordinator has overall responsibility for the mission’s proper financial management and needs to ensure that correct procedures are followed.
Participates actively as a member of the Mission Coordination Team (MCT) in line with policies defined by MSF.
Contributes to preserving identity and principles of MSF through discussions, contributions and reflections on issues related to the values of the organization and the ethics-related expenditure.
Represents MSF in meetings with authorities and other NGOs for issues related to finance.
Is responsible and supervises all finance team in capital including recruitment, training, follow up of their work, holiday planning, evaluations, etc.
Will supervise the financial work of the log/admin or Field admin proceeding to internal audit during field visit to ensure that the internal controls are implemented. The technical support for the accountancy will be done by the Accountant Manager.

TASKS

Accounting

Objective: S/He ensures the existence and definition of procedures and processes for money management and accountancy in the country. S/He manages and supervises a team and an accounting system ensuring money security, correct application of procedures and visibility over expenditure. S/He is responsible for accuracy and control of the accounts in the mission.

Defines and implements procedures: money security, expenditure commitments, cost allocations.
Validates payment justifications and legal declarations under her/his responsibility.
Follows-up of the workflow process for HQ invoices approval.
Responsible of the advances management.
Is responsible for the financial team work organization, ensuring a reasonable level of Segregation of Duties (SoD).

The Financial coordinator of the mission has very important control functions in the different tasks done by the ACMA (Accountant Manager). These functions are detailed in the document FINCOs Role.

Scope

The Financial coordinator defines the procedures and processes; the accountant manager is responsible for their application.

Treasury Management

Objective: ensuring that the treasury level is necessary and sufficient for the smooth running of operations at all times, maintaining as much control as possible over security and operational risks.

Organizes the international and national cash flow.
Defines security envelops and minimum levels of cash with HOM’s validation. Prepares and passes information to all related staff regarding security of money.
Anticipates foreseen expenses according to regular local expenditures, general expenditures planning and operational decisions (including analysis of field requests). Prepares the monthly money order document.
As a signatory to the bank account, s/he manages relations with banks (conditions, etc) and supervises bank and cash management
Ensures Money Security Rules compliance and coordinates its update and review following changes in the contexts.

General management of administration and finance

S/he knows the existing legislation in the mission country regarding the use and rental of premises and ensures that it is respected and that the organisation applies it properly.
S/he is in charge of handling the administration relating to the use and rental of premises in all the mission and ensures it is properly implemented. S/he drafts all rental contracts and agreements in line with the existing legal framework; deciding on the type of insurances and coverage to take up for all the structures in the mission, in accordance with the specificities of each building as well as those of the mission country and seeks legal advice & counsel when needed.
S/he is aware all the fiscal duties for the organisation in the country and ensures they are properly complied with
S/he is aware all fiscal exemptions to which the organisation is entitled in the mission country and ensures that all necessary proceedings are undertaken to obtain them. Seeks legal & tax advice when needed.
S/he collaborates in drafting & updating MoU & other legal documents.
S/he coordinates all local audits (relating to accounting, tax, employment...) and promotes voluntary audits if necessary
S/he ensures that local accounts are correctly kept as mandatory, if given the case.
S/he co-responsible with the logco to control and supervise the implementation of the mission supply guidelines (local and international authorization purchase limit and procedures)

Budgetary management

Objective: Translating all information relating to resources into a budget

For each defined activity and in collaboration with coordinators, consolidates and analyzes all information on use of resources, and drafts budgets.
Analyzes general and specific monthly budgetary follow ups (analytic issues) in cooperation with all departments and especially with field coordinators and log/admin as well as the FINOCO in headquarters.
Presents the budget follow-up to the coordination and operational cells raising alerts and making propositions for corrective actions

Scope

The Financial coordinator is responsible for the collection of information on resources and for translating them into a budget. The head of mission takes the decisions concerning validation of expenses and their justification with the operational cell.

Institutional fundings

Objective: Ensuring commitments are respected vis-à-vis institutional donors

Holds regular meetings with donors
Coordinates and prepare funding proposals for donors with the cooperation of the rest of the Mission Coordination Team (MCT), including budgets and narratives.
Elaborates the finance part (budget + financial narrative, invoices) for the proposals and reports for donors.
Provides monthly follow ups of the donors contract, reports and recommendations (amendments if necessary)
Elaborates with the HOM the local mapping and update regularly potential donors about the development of the activities to maintain a fluent contact.

Scope

- The choice of finances (or donors) falls under the operational cell’s responsibility.

- Narrative reports falls under the Head of Mission’s responsibility.

Briefing

Will ensure that all mission’s staff is briefed on the proper use of MSF Resources.

Emergencies

Participate in any emergency activity or exploratory visit in or out of the MSF area of work and be prepared to intervene if necessary and mandated by the HoM, being responsible for all finance related activities.

Maintenance

Keep finance office and files clean, tidy and safe giving special importance to all money safes.

Equipment

Look after all equipment provided.