Reporting to the Hospital Manager, the Finance Manager is overseeing the financial and accounting management and compliance of the organization and/or projects. The Finance Manager is responsible for all internal controls and for following all St Mary Catholic Primary Hospital policy and procedures related to accounting and cash management. The Finance Manager may be assigned other responsibilities as needed.
Financial Management and Accounting
Design and/or update and implement systems and procedures following St Mary Catholic Primary Hospital and specific donor standards to ensure operational effectiveness and internal control.
Establish/Strengthen internal control systems ensuring limited exposure of the hospital to financial risk.
Manage the ongoing work of the finance staff. Specifically:
o Hold regular meetings with finance staff
o Oversee timely payments to suppliers (petty cash, checks, and electronic payments) and check accuracy of the transactions. Review monthly the cashbooks, bank reconciliation and transactions compiled / entered by the bookkeeper.
o Oversee the preparation of journals and petty cash expenses / adjustments and present it for approval.
o Oversee the preparation of financial data.
o Compile monthly financial reports for approval.
o Reconcile financial records and submit findings on discrepancies.
o Oversee the cash management function and prepare 3 months cash forecast. Monitors the cash levels in the bank accounts and requests funds accordingly.
Ensure the safe retention of all financial, programmatic, contractual and organizational documents for a designated period as determined by donor requirements and local laws.
Prepare analyses requested by the Hospital Manager for monitoring and control of the budget;
Ensure the timely compilation of accurate and complete VAT reports;
When necessary interact with government officials, auditors and other finance professionals, ensuring the hospital complies to all statutory requirements.
Provide support to the department managers in reviewing cash receipts and disbursement transactions such as but not limited to advances, procurement, transactions – ensuring adequacy of supporting document and appropriate cost accounting allocations.
Meet department managers on a monthly basis to review their budgets against spending and offer them advise and training as needed.
Work with the department managers on integrated management of all project finances to ensure effective use of resources in order to achieve hospital objectives in compliance of all donor requirements.
Prepare monthly cash requirement requests for running the hospital and it’s programs.
Provide training and/or guidance to hospital staff on the organization’s policies, procedures and requirements; donor guidelines, procedures and requirements; rules and regulations.
Ensure financial monitoring systems are in place and generate timely and relevant reports, including analysis and tracking of commitments, obligations, awards and liquidations.
Ensure that all financial progress and final reports on programs and projects are submitted in accordance with donor reporting requirements in a timely fashion, in conjunction with the relevant program managers.
Budgeting
Lead budget preparation, processes and management in conjunction with the relevant hospital managers, including the development and review of relevant standard costs and scales for the program.
Track expenditures and reclassify when required, following donor approvals.
Monitor expenditures against budgets.
Prepare budgets and revenue plans based on information from the hospital management team.
Coordinate travel arrangements for staff and consultants.
Process and archive donor approvals and waivers, etc. as required.
Compliance
Ensure that all financial procedures, files, accounting practices and procurement of goods and services are in compliance with St Mary Catholic Primary Hospital and donor regulations.
Ensure compliance with Ethiopian laws for payment of statutory employee benefits, registration fees, tax submissions, etc and keep abreast with changes in the Labour / related Acts for the same purpose.
Update the inventory and asset registers with all required financial data and ensure that an inventory of assets is recorded with this data.
Oversee proper and routine filing of financial documents, electronically and paper copies.
Ensure that audits are conducted annually and in a timely manner. Also, responsible to ensure all audit recommendations are implemented timely.
Review al assessments conducted and ensure that recommendations are fully implemented, and periodic updates submitted to all key stakeholders.
Administration
Oversee the preparation of payroll, payslips and all personnel reports on a monthly basis and present these to the Hospital Manager for final approval.
Provide regular support and supervision to staff under direct line management. This includes (but not limited) the formulation of individual work plans (with agreed indicators of achievement) based on project work plans and/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed outputs.
Participate in staff recruitment, induction planning and formulation of staff personal development plans.
Supervision and mentoring
Supervise and manage the daily operations of the finance and administration staff and, in so doing assume responsibility for matters pertaining to discipline, development, performance management and appraisals.
Supervise, mentor and strengthen the professional capacity development of the finance staff.
Job Requirement
Basic Requirements
Bachelor’s degree in Finance, Accounting, or related field; Advanced degree preferred.
3-5 years of directly relevant experience in financial management and or accounting with proven management experience.
Knowledge of Point of sale finance collection systemhighly desirable
Sound knowledge of Generally Accepted Accounting Practices (GAAP) including demonstrated ability to exercise financial oversight of programs.
Experience managing finances of and compliance for donor programs
Experience in managing staff
Proficient in Excel, Word, PowerPoint and accounting systems.
Training in the following areas would be a distinct advantage: grants management, office management, budget, financial and grants regulations.
Competency requirements
Provides team with a clear sense of direction; organizes resources and steers others towards successful task accomplishment.
Delegates responsibilities to appropriate Supervisees; gives others the latitude to exercise their own initiative and invests them with the power and authority to accomplish tasks effectively.
Actively seeks to improve others’ skills and talents by providing constructive feedback, coaching, training opportunities and assignments, which challenge their abilities and encourage development.
Cooperates and works well with others in the pursuit of team goals; shares information and supports others.
Able to establish and maintain relationships with people at all levels; puts others at ease; promotes harmony and consensus through diplomatic handling of disagreements and potential conflict.
Adaptable; receptive to new ideas; willing and able to adjust to changing demands and circumstances.
Remains calm, objective and in control in stressful situations; maintain a stable performance under pressure; accepts criticism without becoming over-defensive.
Able to communicate with, relate to, and see issues from the perspective of people of different cultures.
Maintains high ethical standards both professionally and personally; shows integrity and fairness in dealings with others; is reliable and trustworthy.
Seeks all possible relevant information for problem solving and decision making; consults widely; probes the facts, analyses issues from different perspectives.
Produces written communications which are clear, fluent, concise and readily understood by the intended recipient(s).
Enthusiastic and committed; demonstrates capacity for sustained effort and hard work over long time periods.
Committed to the achievement and maintenance of quality; sets high standards of performance for self and others.
Computer literacy with advance skills in Microsoft Office
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