TOR for Operations and Finance Technical Advisor (OFTA)

Annex A: Job Description

Position: Operations and Finance Technical Advisor (OFTA)

Reporting to: Deputy/Chief Executive Director

Duty Station: Baidoa and Mogadishu, Somalia

Position Holder: Vacant

Duration: 15 Months

TOR  for Operations and Finance Technical Advisor (OFTA)

 Executive Summary

The Operations and Finance Technical advisor is responsible to provide all technical support and expertise in the area of operations and finance to effectively lead the operational and financial accountability management of Global Community Engagement and Resilience Fund (GCERF) grants funded consortium.  S/he will be responsible for regulatory compliance, care of due process and meeting any administrative/financial requirements of the GCERF, as well as carrying out internal audits during the life of the project, as well as the care and facilitation of external audits. S/he is responsible for the overall management of the consortium project in compliance with donor terms and guidelines and ANPPCANSOM policies and procedures. Sh/he is the overall responsible for the delivery of commitments and reporting to GCERF. S/he will support the senior management team in proposal development, participation of audit and assessment activities, and review of the organizational policies and procedures, standard operational procedures and key internal systems for the efficient and effective operation of the organization.

Essential/Primary Functions Summary

1.       Lead the administrative, financial, logistics and procurement processes of the projects and the Representation Office in accordance with the rules and regulations.

2.       Support consortium capacity strengthening plan with ANPPCANSOM and its sub partners.

3.       Maintain the loss and misuse management plans

4.       Regularly update financial management and oversight plan

5.       Develop and generate organizations funding status report on the Sub Recipient (Partner)

6.       Prepare disbursement request on quarterly basis

7.       Prepare monthly, quarterly financial report

8.       Updates budget plan in line with program master plan

9.       Design, implement and supervise the financial execution of budgets and internal control measures, of projects and of the Representation Office.

10.   Supervise and, where appropriate, apply the accounting record, ensuring its opportunity and veracity in adherence to local regulations.

11.   Supervise the budget and financial execution of the sub-agreements, contractors, and consultancies of each project.

12.   Develop and keep track of complex budgets and financial projections, ensuring transparent, timely and efficient management.

13.   Supervise the hiring and management of human talent.

14.   Lead audit processes in case any of the projects is selected for evaluation.

15.   Lead the expansion or reduction of the representation office, according to the duration, extension or conclusion of the projects, both due to situations of force majeure, as well as contractual terms.

16.   Support the design and implementation of orientation and training sessions on administrative, financial, procurement and accountability processes for project staff.

17.   Reports, providing analysis of forecasts and expenditures and representing the consortium finance department vis-à-vis the Steering Committee. We are also looking to gather best practices from partners on a few key Admin topics. One and a half years into the response, initial systems, procedures and tools are set up. The next step will be fine tuning them and looking further into qualitative developments of financial procedures and analysis.

Tasks and Responsibilities:

A.     Financial Coordination

18.   Ensure that good quality finance and administration systems as per the standard ANPPCANSOM guidelines are functioning and maintained in the programme.

19.   As Consortium Financial Coordinator you will be accountable for the sound financial, accounting and budgetary management of the project. You will be the financial representative for the consortium, both internally and externally (donors, authorities, NGOs, etc.).

20.   You will centralize and diffuse information among consortium partners and to headquarters for all financial aspects of the project and consolidate the internal and external reporting for these domains.

21.   Ensure correct account management for all grants in accordance with the grant agreement(s).

22.   Supervise and provide training on finance and administration procedures to the concerned staff members in the ANPPCANSOM.

23.    Supervise the use and understanding of the ANPPCANSOM accountancy software by the concerned staff (local and international) in each field base.

24.    Ensure that all members of the ANPPCANSOM team are trained in and respect the ANPPCANSOM Finance and Administration procedures.

25.   Prepare monthly electronic and paper reports on expenditure against project budget(s).

26.   Prepare monthly budget control overviews.

27.   Ensure compliance to all Grant agreements for financial reporting and procurement. This includes field level compliance to all legal aspects of the grant agreement.

28.   On the basis of cash available in-country, planned expenditure and budget available, ensure that regular Requests for Cash Advances are sent to the HQ in a timely manner.

29.   Overall responsible for salary/ fee payments to all local team members including daily workers as required.

B.      Grants Management & Reporting:

30.   Maintain a broad and deep understanding of the donor policies, regulations, and procedures, ensure that the grant is well-administered and implemented in compliance with donor regulations and ANPPCANSOM procedures.

31.   Financial, budgetary and accounting management: You will be responsible for all aspects relating to finance, including budgetary and accounting elements, as well as the mission cash flow.

32.   Maintain a proactive relationship with the donor, ensuring requests and reports are responded to in a quality/timely manner.

33.   Identify compliance risks throughout the portfolio and advise partner agencies & ANPPCANSOM senior management on necessary actions. Assist program technical leads and operations staff with understanding the reporting and other compliance requirements for the project.

34.   Take the lead on internal and external reporting with partners, programs and finance teams, ensuring high-quality, well-written and timely reports meeting donor and ANPPCANSOM requirements. Maintain close collaboration with all relevant departments in preparation of donor reports and donor visits

35.   Ensure quality information management related to grants by overseeing the regular maintenance of reporting calendars, and updating of internal ANPPCANSOM documentation and Grants team tools and processes.

36.   Lead project monitoring meetings in close coordination with partners to ensure that the grants are implemented in compliance with the donor regulations and to ensure strong financial management, proper operational openings and closings of grants, and monitoring and evaluation of programmatic progress. Support the follow-up on action points from meetings.

37.   Conduct monitoring visits to field locations to observe and understand the progress of project implementation, security protocols permitting.

38.   Responsible for organizing donor visit schedules when requested – ensuring adequate visibility and communications is also on site.

39.   Present regular briefings and documentation on Programme progress to the Head of Programme/Deputy/Chief Executive Director to ensure that the Steering Committee is informed of and consulted on critical issues and report to the Steering Committee regularly.

40.   Ensure documentation and information exchange/management system is in place for the grant implementation.

C.      Partnerships Management:

41.   Facilitate and coordinate different aspects of sub-award life cycle management, including vetting, project and agreement/amendment development, monitoring through to close-out coordinating with the partnership team and different ANPPCANSOM departments.

42.   Maintain and coordinate partner program, finance and compliance monitoring schedules and coordinate support for partners to address any concerns or issues that may arise.

43.   Draft partners’ sub-agreement with close coordination and review of donor compliance, ANNPCANSOM internal departments and partners.

44.   In close collaboration with finance and grants, accountable for timely review and disbursement of financial instalment pending satisfactory review of financial reports by the finance team and narrative reports by Programme team.

45.   Monitor the timely submission of accurate financial and activity reports from partners

46.   Ensure smooth communication and collaboration between all the partners, in line with ANPPCANSOM partnerships’ principles, skills and approaches.

D.     Strategic and Governance:

47.   Cooperate with the senior management team for the development of a detailed strategic plan for the organization in collaboration with the organizational leadership.

48.   Advise on the shaping the future direction and growth of the organization, through overall organizational budgeting, input into management meetings, and ongoing refinement of the organizational strategic plan

49.   Review and advise in the implementation of effective internal controls such as maintenance of the internal expenditures control system.

50.   Formulate, Review and update organizational policies and procedures in support of organizational goals to maximize output.

51.   Monitor adherence to organizational and donor rules, regulations, and procedures;

E.      Representation:

52.   Serve as the principal liaison with donors on matters related to the program to ensure financial and programmatic accountability to donors.

53.   You will represent the association in its relations with partners, authorities and different local players for the financial areas of the mission.

54.   Participate in donor meetings, and communicate the relevant information to the executive director, senior management and consortium steering committee.

55.   Work with key donor Staff to develop and maintain optimum financial and programmatic relationship.

56.   Review the production of donor reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.

57.   Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organization policies and procedures.

1.         Bachelor's degree in a relevant field, such as business administration, finance, or operations management. Advanced degree (e.g., MBA, MSc) preferred.

2.         Minimum 7-10 years of experience in a combination of operational, financial, and advisory roles, preferably in a similar industry or sector.

3.         Demonstrated expertise in financial analysis, budgeting, forecasting, and data-driven decision-making.

4.         Strong understanding of operational processes, systems, and best practices across various business functions.

5.         Proficiency in using financial and data analysis tools (e.g., Excel, PowerBI, SQL) to extract, manipulate, and interpret data.

6.         Excellent problem-solving, critical thinking, and strategic planning skills.

7.         Effective communication and presentation skills, with the ability to translate complex technical information for non-technical stakeholders.

8.         Project management skills and experience in leading cross-functional initiatives.

9.         Knowledge of relevant industry regulations, compliance requirements, and risk management practices

A.    Safeguarding Policy

10.     ANPPCAN-SOM has a Staff Code of Conduct and Child and Adult Safeguarding Policy developed to ensure the maximum protection of children and Adult Protection from Sexual Exploitation and Abuse (PSEA). ANPPCAN-SOM also has an Anti-Bribery-and-Corruption-Policy and Whistle-Blower & Protection policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of ANPPCAN-SOM, acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty and protect all employees to achieve compliance with various laws and regulations. Any candidate offered a job with ANPPCAN-SOM is expected to adhere to these policies, other ANPPCAN-SOM, and Donor rules and regulations.

Deadline for this post will be August 17, 2024. Any application submitted later that the given time will not be considered as valid.

Deadline for this post will be August 17, 2024. Any application submitted later that the given time will not be considered as valid.

How to apply 

Please send your application Cover letter and CV to [email protected] please indicate Operation & Finance Technical Advisor(OFTA) as the email subject. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Female candidates are highly encouraged to apply this post