Programme Finance Manager

Job Purpose

The post holder will provide strategic input to the management of Programmes and will be responsible for ensuring the robustness of Alert Grant management systems, in order to:
1) guarantee the integrity of the programme; and 2) enable the programme to keep pace with new demands. The post holder is responsible for overseeing the whole process of grant financial reporting through to auditing of grants and claiming funds from donors. The post holder provides advice and support to budget-holders in the area of financial grant management – including support with financial monitoring, reporting, auditing and compliance with donor regulations. S/he will actively develop this role in response to evolving needs as the organisation continues to grow and develop. The post holder will also lead on the grant Audit function and set up systems to manage and monitor all grant audits. The post holder will contribute to the strategic evolution of the Finance and operation functions alongside other members of the Finance and operations management team, specifically leading on aspects of Grant management and Country office support. The post holder will contribute to organisational priorities – including establishment of virtual hubs, development of management capacity in country offices and progress on Commercial Contracting.
Duties and Responsibilities

1. Lead improvement and implementation of grant financial and procurement management processes within Alert
• Supervise design, implementation and monitoring of Alert grant Management policies, tools and processes.
• Devise and implement a strategy to meet evolving Grant management needs as Alert continues to grow and develop.
• Develop and maintain strong working relationships with all budget holders, providing sound advice on grant financial management and compliance.
• Fully integrate the role of grant management within the Finance Team, ensuring synergy between the established roles and this post;


• Manage the allocation distribution of portfolio among the Senior Programme Grants officers

2. Provide senior level advice, information and analysis to the PM, budget-holders and managers on all aspects of programme financial management.
• Support an increase in capacity of country offices in financial management.
• Co-ordinate inputs from field offices and elsewhere into programme annual budgeting and re-budgeting exercises; keep the programme budget under continuous review and advise managers, PM and the Finance Department of any impending gaps or other risks;
• Create and maintain a comprehensive timetable for grant financial reporting;
• Assist budget holders to produce financial reports for grants within specified donor formats, ensuring accuracy and compliance;
• Oversee accuracy, presentation and timeliness of all grant financial reports, ensuring reconciliation to Alert’s accounts system;
• Maintain a comprehensive timetable for grant audits and oversee the terms of engagement of auditors to carry out the required audits in a timely and cost-effective manner;
• Oversee the process of grant audits, providing a liaison point between the auditors and budget holders;
• Ensure budget holders understand the requirements of grant auditors and working with programme administrators, have prepared all necessary paperwork prior to scheduled audit.


3. Support Institutional understanding of Donor Regulations and capacity Building
• Research and share knowledge of key donors’ regulations/guidelines e.g. USAID, EC, DfID etc. with colleagues in programme and finance departments;
• Advise budget holders on relevant compliance issues related to financial management of their grants;
• Provide inductions and on-going briefings to Alert Staff on all aspects of Alert grant management systems and requirements;
• Working with the Management Accountant, input into the continued development of user friendly systems for monitoring expenditures against grant budgets;
• Provide advice and guidance as required on costings and proposal budgets;
• Work with Head of Finance to develop and maintain a comprehensive system for cash-flow forecasting.
• Develop guidelines to improve procedures in place for administering grants to partners and advise budget holders.

4. Participate in the management of the Finance Team
• Participate in the core management of the Finance alongside the Head of Finance
• Deputise for the HoF when requested;
• Contribute to the regular update of the Finance strategy and lead on development and update of the Alert Grants manual;
• Lead on development of tools to support and Link Programme Financial management with statutory reporting requirements.
• Develop a sound understanding and keep informed of programming work in all regions

5. Contribute to organisational development
• Represent Alert externally in focal countries e.g. to peer international NGOs, security groups, lawyers, partners, etc. ensuring professionalism at all times;
• Receive technical management and support from the DFO and HoF;
• Contribute as required by the DFO and HoF to the development and implementation of Alert’s financial and administrative systems and on issues of quality, collaboration and knowledge management;
• Support DFO in pursuing the organisational agenda on the establishment of regional Programme teams and the strengthening of financial and operational management capacity in country offices
• Contribute proactively to the improvement of organisational policy and practice on partners management and participate in organisation-wide events and discussions;



5. Lead Financial management of Alert Europe
• Support the Budget preparation and monitoring of all Alert Europe Projects
• Lead on preparation of statutory accounts for Alert Europe
• Provide expert advice on Financial issues from Alert Europe
• Engage in the strategic support to the Alert Europe Director on all Financial issues.


Travel requirements

This position is based in London. The post holder will be required to travel to the countries on occasions (up to three months per year), to advise on/build capacity of field offices and/or partners on financial and administrative issues.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS

Talents

At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work. We believe all individuals are talented and success comes in matching the right talents to the right roles. For this role, the skills, qualifications and experience listed below are important, but we believe that to be great in this job you are likely, first and foremost, to have a talent for systems thinking and systems management, and in particular for protecting systems from risk. You will have highly developed communication skills and a talent for presenting complex technical information, tools and concepts in an accessible way, including to non-technical staff. You will have an ability to build the kind of relationships, both internally and externally, that will gain cooperation and constructively ensure compliance.
You will also have an entrepreneurial spirit and an ability to identify practical solutions to make programmatic developments feasible and sustainable.

These are the qualities that we will be looking for above all else.


Relevant education to a degree level
Financial qualification (ACCA or equivalent)
Experience of systems management (financial or otherwise) including within a Francophone context
Understanding of both Francophone and Anglophone systems of accounting and employment legislation
Demonstrable experience of grants management in an INGO environment including:
• creating/working with complex budgets, forecasts, plans
• compiling financial reports from a variety of sources
• building and sustaining relationships with donors/partners/stakeholders
Experience of strategic financial management gained in an (I)NGO or a business
Experience of working overseas in an (I)NGO
Experience of developing, negotiating and managing commercial bids and contracts
Demonstrable knowledge of good practice in recruitment and human resource management
Experience of managing a diverse staff team, including at a distance
Fluency in spoken French and English, working ability in written French and English


DESIRABLE REQUIREMENTS

Experience of managing development /peacebuilding projects
Experience of writing narrative reports
Experience of institutional donor liaison and fundraising
Capacity building of colleagues and partner organisations
Project management experience
Familiarity with a variety of accounting software packages
Business acumen