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  • Finance & Admin manager at the Finance & Administration department

    2021-04-09 16:00 - 2021-04-26 17:30
    Ulaanbaatar city

    PURPOSE OF POSITION

    This role is crucial encompassing accounting, GAAP (Generally accepted accounting principles), financial reporting, budgeting, internal control, and manual finance compliance, grant management excellence and its compliance. The successful candidate will be responsible for driving commercial thinking, results in sound professional financial reporting, budgeting, proactive cash flow management, grant compliance, internal control and internal and external audit implementation and rational decision making.

    The Grant management part is an essential part and works closely with GAM (Grant Acquisition management) and NRD (National Resource department) unit from the beginning stage until its full implementation and ensures those Grants are fully aligned to the Grant regulations accordingly.

    Provide leadership to the finance and admin team of the NO (National office) that the office has the excellent finance and   administration performance.

    Moreover, leading and being a champion in policy determination, procedure, and process development as continues improvement is important. Work in close collaboration with other departments and all NO and field managers on all aspects of commercial financial management.

    MAJOR RESPONSIBILITIES

    • Co-lead the Finance agenda within the organization by challenging and supporting key management stakeholders in the NO
    • Practice servant leadership and be a role model for peers
    • Anticipate plans and translate current and future needs into a specific action plan for the Finance and Admin department
    • Advise  the Finance Director to ensure focus is on highest priorities of the business need
    • Fully understand and contribute to the organization’s strategic objectives and can readily articulate them in a meaningful way.
    • Provide spiritual nurture and staff care to the team
    • Manage change process within the NO as required.
    • Manage any ad-hoc projects as assigned by the Finance Director in agreement with NO business units
    • Promote accountability and good stewardship amongst NO and Field stakeholders to manage assets and financial resources.
    • Support the Finance Director and other leaders in implementing commercial risk management practices
    • Support for GC (Global Center) Audit, prepare ICQ (Internal control questionnaire), assist during Audit, management response, and implement recommendations
    • Review and ensure Annual insurance, real estate, fleet management survey is accurate and updated regularly.
    • Prepare monthly Financial report presentations and present to the SLT (Senior Leadership team) regular basis
    • Review and update budget guidelines for distribution to department heads and managers.
    • Coordinate the Annual Budget preparation and ensure compliance to CAL procedure for Support Cost budget
    • Review and analyse all monthly financial reports, bank reconciliation statements, monthly financial recaps, fund requests and ensure that they are completed accurately and submitted on time.
    • Identify and recommend alternatives to minimize Support Cost.
    • Coordinate the annual closing of financial books and ensure that CF process is completed and that d outstanding issues are settled.
    • Ensure PBAS is updated regularly
    • Ensure monthly funding request is accurate and mitigate the risks of over/under cash at the balance
    • Coordinate and Support for the  proposal stage and budget development with GAM team ensuring Grant guidelines are followed
    • Attend GCMM monthly WebEx meeting
    • Support and review grant projects ledgers and do internal control monitoring to sub grant/partners of grant
    • Review second level review for  all grant project financial reports
    • Applicable and appropriate fixed asset  and inventory management system  and policy in place
    • Building facilities are well-managed
    • Travel and accommodation information is  readily accessible by all staff and visitors
    • Air-ticketing, passport and visa services are well managed
    • Responsible for vehicle procurement, management, and maintenance
    • Keep all approved budgets secured.
    • Prepare PBAS reconciliation and ensure APs revise their budgets to conform to PBAS.
    • Build financial and commercial skills in managers and leaders across WVIM through coaching and day to day interaction.
    • Identify knowledge and skills gaps within Finance and admin department to design training and development sessions as required.
    • Input into the development of orientation programs for managers and leaders
    • Conduct training needs assessment when necessary.
    • Share best practices and lessons learned in financial techniques and tools to enhance the efficiency and effectiveness of the organization.
    • Encourage mutual learning between APs (Area Program) and between other regions (a wider geographical area).
    • Contribute to best practices documentation and contribute to the WV's community of practice and center of excellence.
    • Recommend to Finance Director to enhance the integrity of internal control
    • Coach direct reports to achieve their performance objectives and meet their commitments in a timely manner.  
    • Analyse the reasons for variances, high cash balance and take necessary measures to control the occurrence of such situations and inform the parties involved for their necessary action.
    • Evaluate/monitor the need and process resource acquisition, write-off, transfer, disposal, security, risk coverage for NO as per World Vision policy.
    • Coordinate the annual and semi-annual review of NO staff segregation of duty.
    • Conduct second level review for all financial transactions and recommend for approval ensuring adequate support documents according to WV (World Vision) Policy.
    • Consolidate feedback and complete translation of FM updated policies and technical guidelines for non-finance staff and finance staff.
    • Ensure that all tax and social security deductions are done according to Mongolia law and ensure that monthly, quarterly and annual returns are filed within the deadline.
    • Ensure VAT (Value-added tax) exemption procedures are followed.  
    • Review all local staff payroll calculations and ensure accuracy of statutory and loan deductions.
    • Ensure that all accounts payable & receivable are current - 230 accts are cleared within the same month & others within 60 days.
    • Review accuracy of funding request within the approved budget.
    • Provide support in making disaster recovery plans for the sun system in the National Office.
    • Assist the SCM department in consolidating field Annual Purchasing Plan.
    • Manage and maintain Provision-Account payable functionality with support with the Shared Service center
    • Keep Horizon data up to date with matching to the PBAS and Sun system

    KNOWLEDGE/ QUALIFICATIONS FOR THE ROLE

    Education

    • University Degree in accounting and related fields
    • CPA/ACCA is preferred

    Experience

    • At least 3 years’ experience in finance, commercial institutions or an INGO in of financial management/accounting and IT.
    • At least 2 years of Grant project management experience
    • At least 3 years of experience in managing staff

    Knowledge and Skills

    • Excellent and practical communication skills – written and verbal
    • Strong organizational and self-management skills
    • Competent in the use of Microsoft Office computer programs including Word, Excel, and PowerPoint
    • Good and able to travel and able to work under pressure if needed due to tight deadline
    • Fluent in English

    Work Environment

    • The position requires the ability and willingness to travel domestically and internationally up to 30% of the time.  

    Please send the below documents to recruitment_mongolia@wvi.org

    • CV
    • Cover Letter
    • Application From
    • Copy of Diploma(s)
    • Copy of ID card

    Address: 4 th floor, Somang Plaza Building, 13 khoroolol, 15th khoroo, Bayanzurkh District.

    Phone: 70155323 – 124, 125 and 128

    Note: Only short-listed candidates will be contacted for further process.        


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