Finance Manager (Internal/External)

Job Description

Our Mission is to achieve immediate and lasting positive change to the lives of working horses, donkeys and mules and the communities that depend on them.

Our Values

We are proud to be Brooke. Share new ideas and help each other succeed. Together we make change happen.

About Brooke

Brooke is an international animal welfare organization working to improve the lives of working horses, donkeys, mules and the people who depend on them. We reach over 2 million working animals across Africa, Asia, Latin America and the Middle East. Our staff include vets, animal welfare experts and advocacy and development specialists.

Brooke works to equip local people with the knowledge and skills to give their horse, donkey or mule a better life; and to enhance local capacity and a conducive environment towards sustainably improving the lives of working horses, donkeys and mules as well as the communities that depend on them. Brooke has been working in Ethiopia since 2006 with a country office in Addis Ababa.

Main Purpose of the Job: He /She is responsible for managing the financial activities of the B-Eth's and that includes:

• Ensuring sound financial practices are established and maintained and rigorous budgetary control
• Working closely with the Head of Finance and Operation Support and Finance Officer

Main Tasks and Responsibilities:

Work with the Head of Finance and Operation Support on:

1.         Financial management:

• Ensure robust internal financial procedures, systems, policies and controls are established, applied and complied with throughout the country programme by all staff;
• Regularly review and update the overall financial policy, procedures and processes to ensure that the systems are fit for purpose and in line with the Brooke minimum financial standards;
• Document and improve financial processes, where appropriate, to ensure effective use of resources and best practice;
• Ensure all payments are properly authorised in accordance with authorisation levels and the branch scheme of delegation;
• Monitor and control the balance sheet accounts and manage the month-end procedures;
• Manage timely, accurate and systematic payroll and income tax payments for all national staff;
• Ensure compliance with the financial and other requirements of the Brooke;
• Be responsible for the timely submission of financial reports, ensuring that appropriate approval processes in Addis and project offices have been followed;
• Produce/review report to the Head of Finance and Operation Support and the senior managers tracking expenditure against the budget submitted to FDRE ACS for the calendar year.

  2.      Reporting and audit:

• Prepare the annual statutory accounts ensuring they meet all statutory and accounting requirements, manage relationships with external auditors and ensure the audit and statutory accounts are completed in an efficient and timely manner; 
• Submit the audited accounts and accompanying reports to the FDRE ACS within specified deadlines;
• Arrange and facilitate internal financial controls audits as required by the Brooke UK and ensure that recommendations are actioned and implemented in a timely manner;
• Review and present finance reports for the Head of Finance and Operation Support to approve and send to The Brooke UK as required on a monthly, quarterly and annual basis;
• Review and share regular financial management reports to enable the Country Representative, the Senior Management Team and budget holders to plan and control the finances of the Brooke Ethiopia effectively.

 3.  Management and Leadership:

• Ensure that all the field programmes (projects) are properly and effectively supported;
• Facilitates smooth and efficient communication and working relationship between project offices, partners and Addis office, and where appropriate, The Brooke UK. 

4. Treasury:

• Ensure funds are always available for the Brooke Ethiopia and partner activities by maintaining a system of cash flow forecasting and requesting transfers from the Brooke UK in a timely manner;
• Ensure that all financial transactions are accurate and recorded in the appropriate accounting system and providing training and support to the staff who use them;
• Ensure that payments are made in a timely and secure manner across all country operations, including payroll, provident fund contributions, tax payments, payments to other creditors and to partners,
• Ensure that cash is secure and in line with insurance levels and that excessive levels of cash are not held by the Brooke or partner organisations. 

Partnerships and Woreda support and financial assessment:

• Be responsible for assessing the financial management capacity of potential local partners’ and provide guidance and support as required;
• Review finance systems of local partners and provide financial advice if required to ensure that existing partner organisations have effective finance and administrative systems enabling them to meet Brooke financial and reporting requirements.  This will include assessing the financial capacity of existing or prospective systems and providing support and training if required for minimum standards to be met;
• Support the programme and finance team in monitoring existing partners and projects by analysing partners’ financial reports, monitoring expenditure against approved budgets, making support visits to partner offices, highlighting any potential or existing issues and making recommendations for action;
• Assist partners’ and Woreda budget holders in development of their budgets, ensuring the Brooke budgeting formats and conditions are complied with;
• Review all partner budgets for consolidation into the Ethiopia plans and budget for approval as laid out in the branch delegation of authority;
• Analyse training gaps and organise for appropriate capacity building training on various aspects of financial control and management;
• Visit and monitor partners and Woredas to ensure that all the necessary financial and administrative procedures are carried out in line with the Brooke’s minimum financial standards and controls, grant agreements and local legislation.

Manage the Finance Officer/s and assist where necessary on their tasks as follows: 

1.       Prepare regular and ad-hoc financial reports including:

• Monthly reports for each budget holder showing expenditure against budget, highlighting any divergence from the planned budget;
• Quarterly reports required by the government (the BOFED in SNNPR and Oromia);
• Quarterly financial reports required by The Brooke UK;
• Monthly bank and cash reconciliations to the senior managers (Finance and Operations Support Manager);
• Monthly staff advance reconciliation;
• Other financial reports as required by stakeholders such as UK and government offices.

 2.       Finance processing and recording:

• Ensure that supporting documents are adequate and relevant;
• Ensure that all payments are properly coded and authorised by the budget holder;
• Prepare checks for payment;
• Check all payment documents before the effect of payments in the Addis office;
• Record all financial transactions accurately (including the Woreda offices);
• Contact the budget holder to resolve any queries or discrepancies;
• Check the accuracy of petty cash summary and facilitate the replenishment request;
• Make surprise cash account. 

3.       Payroll:

• Prepare payroll each month;
• Once authorised, make transfers promptly, including: salary payments to staff accounts; income tax and withholding tax to the Inland Revenue; Pension fund contributions the Pension Fund Agency, and Provident Fund contributions to Provident Fund accounts;
• Manage the Provident Fund accounts of each staff in Addis;
• When staff leave the organisation, manage their financial clearance, ensuring that all payments and repayments are made.

 4.       Cash Book:

• Maintain cash book on SUN;
• Update the cash book daily.

 5.       Monitor and support partners:

• Monitor partners and projects by analysing partners’ financial reports, and making support visits to partner offices;
• When requested, provide training to partners, for example on the financial requirements of The Brooke and donors;
• Provide monitoring feedback reports to the Finance and Operations Support Manager.

 6.       Year end:

• Prepare year end closing books and accounts for annual internal and external audits;
• Prepare supporting documents for the auditors as requested;
• Facilitate the work of auditors.

 7.       Bank reconciliation and cash flow:

• Reconcile all Brooke Ethiopia bank accounts on a monthly basis (SNNPR and Oromiya Woredas, NT and Addis accounts);
• Follow up total balance of the bank accounts and cash on hand;
• Prepare a cash requirement report every quarter to prompt the transfer of funds from The Brooke  UK;
• Transfer funds as requested and authorised to the SNNPR and Oromiya Woreda bank accounts.

 General:

• Perform such additional tasks as may reasonably be required by the Finance and Operations Support Manager;
• In undertaking the role, comply with all Brooke global and country policies and procedures;
• The role requires regular in-country travel, sometimes at short notice;
• This list of tasks may not be exhaustive and will be reviewed from time to time. 

Job Requirement

Knowledge and Experience

At least a first degree (Bachelors) in finance and accounting or other related area of studies is required,

Significant experience (minimum 5 years) working with an international NGO, with strong financial and operational management experience

Managerial experience in a directly related area

Proven ability in managing partnerships and partnership financial agreements

Proven experience in working IPSAS based accounting and preparation of Financial Statements 

Knowledge of basic animal welfare concepts and an understanding of the importance of working equines to the economies of developing countries

Skills and Abilities

Clear thinker, with strong evidence-based analytical and problem solving skills

A culturally sensitive communicator and manager

Good information management skills, including the ability to write clear, concise reports in English for a variety of audiences

Excellent organisation, planning and follow up skills

Strong and engaging communication and presentation skills, necessary in working with partners

Good interpersonal skills, working diplomatically with people at a senior level to develop trust, shared understanding and motivation

Ability to prioritise and handle a diverse and heavy workload, working under pressure and often to tight deadlines

High level of fluency in Amharic and English

Strong IT skills (Word, Excel, PowerPoint, Outlook)

Experience in using Sun Systems or other accountancy software packages

Ability to travel and work independently in Ethiopia

Willingness to work flexibly and, on occasions, outside of office hours

Good team player

Committed to the aims of The Brooke, animal welfare and community development