Recruitment notice: Administrative and Financial Manager

RECRUITMENT NOTICE N°040.112023/RH/CCMR: Administrative and Financial Manager

CONTEXT
CARE is present in 100 countries and implements more than 1000 emergency and development projects in collaboration with government actors and local development actors. Our objective is to fight against all forms of poverty, to defend access to fundamental rights, to combat social injustices.
In Cameroon since 1978, CARE has been implementing actions around 3 strategic axes: gender justice, health and climate and economic justice. Our actions are part of the emergency and resilience phases aimed at empowering women and young people, strengthening community systems, supporting decentralization processes and improving services and access to sexual and reproductive health. .

As part of the continuity of its objective which aims to reduce morbidity and mortality associated with HIV and Sexually Transmitted Infections (STIs), CARE was renewed by the ICN as First Recipient (PR) to organize and coordinate interventions of the GC7 community grant (2024-2026). A specific and autonomous management unit is set up, made up of around fifty employees, which relies on an operational system built around 3 regional offices with 4 Sub-Recipients (SR) and several dozen Community-Based Organizations (SSR) in the 10 regions of Cameroon.
In this dynamic, CARE is looking for:
Position: One (01) Administrative and Financial Manager
Division: Finance
Form of contract: Two (02) year fixed-term contract
Working time: 40 hours per week (Full time)
Hierarchical reporting: Coordinator of the UGP
Location of the position: Yaoundé

Mission:
Coordinate administrative, accounting and financial management and ensure compliance with legal, administrative and regulatory obligations in order to guarantee the optimal achievement of the objectives of the UGP.

MAIN RESPONSIBILITIES
RESPONSIBILITY 1: Financial and accounting budget management
• Activity 1.1: control cash flows, guarantee available and forecast financial resources.
• Activity 1.2: ensure compliance with the accounting and financial procedures of CARE Cameroon and the Global Fund during the execution of expenditures.
• Activity 1.3: supervise the entry of accounting and analytical data in compliance with procedures within the project
• Activity 1.4: Supervise financial information and its communication to external partners.
• Activity 1.5: monitor and analyze the commitment and execution of expenses within the project Build and implement tools for analysis or management of financial flow: dashboards, indicators, etc.
• Activity 1.6: advise on possible budgetary modifications and on the expenditure to be made according to the project budget and the needs of the different departments and regional coordination offices.
• Activity 1.7: design, finalize and execute the budgetary reprogramming of the Global Fund grant.
• Activity 1.8: administer the SRs accounting and financial information system and establish a reliable financial management system.
• Activity 1.9: assist internal and external auditors in carrying out their missions and be the main contact.
• Activity 1.10: verify and approve bank reconciliation statements and cash inventories.
• Activity 1.11: prepare periodic financial reports to the lessor and annual financial statements.
• Activity 1.12: Coordination of tasks related to soft close people and validation of the project pre-closure checklist
• Activity 1.13: Ensure monthly reimbursement of shared costs in the mission’s bank account.
• Activity 1.14: Supervise the periodic review of the balance sheet accounts attached to the project and transmit a report to the mission;

RESPONSIBILITY 2: ORGANIZATION AND ADMINISTRATIVE MANAGEMENT
• Activity 2.1: inform and advise project coordination in terms of fiscal and accounting constraints/obligations.
• Activity 2.2: actively contribute to updating the administrative, accounting and financial procedures of the grant.
• Activity 2.3: analyze organizational needs, recommend strategic directions according to administrative, financial and legal accounting obligations.
• Activity 2.4: design, prepare and present the financial and budgetary feasibility studies of the project.
• Activity 2.5: participate in the organization of internal information circuits for the project, recommend adaptations, ensure the implementation of decisions taken by management and the project coordination unit.
• Activity 2.6: monitor the management of various contracts and agreements.
• Activity 2.7: contribute to Project Coordination in the management of relationships with partners.
RESPONSIBILITY 3: MANAGEMENT, ADVICE AND TECHNICAL SUPPORT
• Activity 3.1: lead one-off missions.
• Activity 3.2: analyze certain aspects in consultation with support services in the event of a request.
• Activity 3.3: check the documentation of agreements with SRs and other partners and the monitoring tools are correctly implemented.
• Activity 3.4: verify that contractual deadlines for submitting reports to the Global Fund are respected.
• Activity 3.5: ensure coordination of support for sub-recipients in the execution of implementation plans including the capacity building plan.
• Activity 3.6: organize the management of contracts in the field through a supervision and control plan approved in advance by the Project Coordinator in collaboration with the Monitoring and Evaluation Unit and the Technical Advisor Leads.
• Activity 3.7: participate in supporting sub-recipients in implementing procedures: be available to answer questions, provide tutoring on construction sites, help find solutions to difficulties encountered.
• Activity 3.8: check and approve the quality reports prepared by the Accounting Manager and the financial analyst.
• Activity 3.9: Work with the Project Coordinator to prepare management response and internal and/or external audit action plan and follow-up on all sub-awards, compliance issues, audits and resolutions. recommendations.
• Activity 3.10: supervise, with the Logistics Manager, the conservation, maintenance and optimal use of the Project assets.
• Activity 3.11: carrying out field visits to support the implementation, compliance and application of the procedures put in place within the project.
• Activity 3.12: ensure monitoring of tax and social controls of the grant.
• Activity 3.13: control the monitoring of purchasing and contracting procedures (call for tenders, award, application of penalties, etc.).
• Activity 3.13: analyze specific risk factors in relation to its responsibilities, participate in the resolution and implementation of appropriate measures to manage these risks.
• Activity 3.14: train and inform sub-grant partners on donor agreements and regulations.
• Activity 3.15: Organize subgrant closeout meetings and support partners in closing the process, ensuring that all requirements are met and procedures followed.
MANAGER 4: TEAM MANAGEMENT
• Activity 4.1: supervise the staff of the “administrative and financial” pole, in coordination with the HR department of the mission and project coordination to set objectives, evaluate their degree of achievement, guide, support and coordinate their interventions.
• Activity 4.2: Validate annual PAIs and carry out annual evaluations of team members.
• Activity 4.3: participate, in conjunction with the mission’s Human Resources Department, in the management and monitoring of actions related to the career of Project staff (recruitment, training advice, professional interviews, etc.).
• Activity 4.4: coordinate the general planning, schedules and leave of staff in the Administration and Finance Unit.
• Activity 4.5: develop and organize a capacity building plan by scheduling training for team members.
RESPONSIBILITY 5: MOBILIZATION OF FUNDS
• Activity 5.1: participate fully in the drafting and defense of the next phases of the grant (GC7).
• Activity 5.2: participate in the development of strategies for mobilizing financial resources specific to the Project.
RESPONSIBILITY 6: Other tasks
• Activities 6.1: Carry out all other tasks related to your skills and entrusted by your supervisor

SKILLS AND QUALIFICATIONS REQUIRED FOR THE POSITION KNOWLEDGE
•
Diploma: Have a minimum of Bac + 5 in Accounting or Management
Experience: At least five (5) years of experience in a similar position

KNOW- HOW (Is able to: …)    LEVEL (1)
    A B C Dand    an
action/    strategic     plancomputerall        accounting    and    any useful document    donors X        the financial    of        the    organization    Control cash flows, inform the managers concerned about available and forecast financial resources XSpeak/write English or French        , …) X        Use Word, Excel, Power Point software or any other application related to the    activity