Operations and Finance Program Officer, SPARK (Senegal)
International Budget Partnership (IBP)
Accounting & Finance, Operations
Posted on Tuesday, July 18, 2023
Do you care about creating a better world, one in which the poor and marginalized have a voice and are empowered to change the status quo? If so, we have the perfect position for you:
The International Budget Partnership (IBP) is currently seeking an Operations and Finance Program Officer to join our team. The Operations and Finance Program Officer will report to the Country Manager of IBP Senegal (IBPSN), and will ensure careful, ethical, and strategic finance and operations management of IBPSN in line with the organizational policies and values.
IBP works to ensure that all people, especially underserved communities, have the right and ability to understand and influence how public money – their money – is raised and spent. IBP is a nonprofit organization fiercely dedicated to ensuring governments use public funds to help those that need it most. In more than 120 countries, we pioneer new approaches to enable oversight of government taxation and spending. IBP is a multi-cultural environment with strong camaraderie among mission driven people.
ESSENTIAL DUTIES of the JOB include, but are not limited to, the following:
- 1: Governance, Management and Statutory Compliance
- Ensure that all statutory requirements are met on an ongoing basis with regards to Senegal laws on HR, Tax, Procurements, NGO regulations and relevant topics. Ensure necessary licenses and permits are obtained and kept current as required by local and national government.
- Support the Country Manager in facilitating the operations and administration of IBPSN’s governance and management processes.
- Support the Country Manager in presenting the program, operational, financial, and business reports to IBP Management.
- Ensure safe custody of the organization’s legal agreements, documents, and official records, and ensure that the legal agreements are duly signed.
- Interface with service providers (lawyers, bank, accountants, auditors) and relevant government institutions.
- Ensure that annual reports are filed as per statutory regulations and requirements.
- Ensure that the organization has adequate management information for internal purposes, partners, and statutory bodies; and that records are properly kept.
- Participate in the development of terms of references for independent contractors required in the implementation of the IBPSN strategy, and also in negotiation and securing approvals for the terms of references and in recruitment and management of consultants for the IBP country strategy as well as local support staff as appropriate.
- 2: General Operations and Office Management
- Responsible for the smooth functioning of the office.
- Streamline the IBP office diary and coordinate staff travel and other logistics.
- Streamline office systems for efficiency and effectiveness.
- Convene and manage the agenda for staff meetings.
- Advise Country Manager on financial, human resources, ICT, logistics, and general administration issues.
- Ensure that premises, facilities, furniture, equipment, and financial resources are effectively and efficiently utilized, maintained, and accounted for, and kept in serviceable and good working condition.
- Manage the electronic and hard copy filing systems of the office and ensure all information is backed up.
- Oversee an effective and transparent procurement system and asset disposal processes and maintain an up-to-date asset register, all in compliance with policy and regulations.
- Manage staff and consultancy contracts.
- Support the management of the contracts and relationships with vendors, service providers, consultants etc., including contracting, extension, renewal, and closeouts.
- Ensure clear and open channels of communication with the IBP Finance and Operations Team.
- 3: Internal Financial Processes
- Develop, update, and implement financial policies and internal control systems and undertake periodic reviews to ensure compliance with local laws, professional standards, and good practices.
- Keep track of, disseminate, and provide technical advice to management on developments, trends, and emerging issues in accounting and financial management.
- Responds to financial inquiries by gathering, analyzing, summarizing, and interpreting data.
- Development of annual budgets for the country office in close collaboration with the Country representative and the Finance Team of IBP.
- Preparation of the monthly budget reports, i.e., Budget Versus Actual (BVA), to inform management in financial decision-making.
- Oversee annual external audit and give input to support responses to issues raised in the management letter.
- Provide technical support and capacity building to management and staff in accounting, financial management, professional standards, statutory and regulatory requirements, donor requirements, and reporting.
- Enters all transactions in IBP accounting system (to be determined), prepares monthly bank reconciliations and management reports, before the Country Manager approves. If a decision is made to externalize the accounting, prepares documentation for the accountant, supervises the relationship with the external accountant (if any) and review monthly reports and reconciliations before submission to the country Manager.
- Submit the monthly accounts, general ledgers and required supporting documentation to IBP, parent company, in a timely manner and address any requests.
- Conducts an internal periodic financial analysis to identify and resolve issues, gaps, or variances and present reports that reflect audit results and document process.
- 4: Cash Management
- Monitor IBP’s bank account balances and IBPSN cashflow forecast.
- Reconcile all bank account balances in IBPSN's cash books to the balances shown on the relevant month-end bank statements to ensure that capturing is complete.
- Prepare the required monthly financial reports for internal financial management purposes and for IBPSN's reporting to IBP.
- Prepares quarterly cash request to IBPSN’s parent organization.
- Prepares payment requests with all required supporting documentation for approval by the program team and payment release by the Country manager.
- Ensures proper recording of staff expense reimbursements and processes periodic reimbursement requests from staff.
- Prepare, pay, and reconcile all taxes with respect to Senegal tax calendar.
- Prepare reports to funders in the format required by each relevant funder.
- 5: Human Resources
- Policy development and documentation – ensure all internal policies and procedures are relevant, enforced, and updated when necessary and ensure all staff are aware of all internal policies.
- Ensure that IBPSN maintains effective human resource management and development processes (recruitment, contracting and placement, onboarding, induction and orientation, work attendance, capacity building, performance management, disciplinary and grievances, separation), and administrative systems.
- Ensure that IBPSN maintains effective employee and relations process (including disciplinary, grievance handling and separation).
- Oversees processing of monthly payroll if internalized, including ensuring the proper recording of timesheets, disbursing of salaries, and timely submission of all statutory deductions and generate pay slips.
- Ensure that IBPSN maintains adequate occupational health, security and safety standards.
- Manage supervised staff and maintain an effective performance management process for the department.
- Create staff files and maintain staff documentation and records as per IBP policies.
- Manage staff leave allowances and allocation and provide regular updates of balances.
- 6: Grant Management
- For grants received locally, coordinate all phases of grants in collaboration with the Country Manager from the expression of interest to award through close-out (including budget preparation and review, review of donor agreements, and ensuring compliance with regulatory requirements and donor funding agreements). This work will be done in close collaboration with the Finance Department of IBP.
- Prepare reports to funders in the format required by each relevant funder.
- For grant received by another IBP entity covering activities in Senegal, works closely with the other country teams and global teams involved in the project to ensure timely submission of budget, reporting and respect of requirements.
- In line with IBP sub-grantee policy, manage the sub-granting process for any sub-grants issued in country (due diligence, contracting, reporting, disbursements, close-out).
- Bachelor’s degree (Master’s preferred) in finance, accountability and related fields.
- At least 5 - 7 years’ experience in working in development sector.
- Experience in managing financial and human resource systems.
- Experience in managing different donors (bilateral, private foundation, etc.).
- Experience working in NGOs is highly desirable.
- Experience supporting grassroots organizations is highly desirable (Social movements, Coalitions, etc.).
- Professional training in management, procurement, and logistics.
- Experience in proposal budget development, sub-granting management, financial reporting, accruals, etc.
- Excellent working knowledge of computerized accounting packages and MS office suite applications.
- Strategic and adaptive thinker; strong analytical skills.
- Strong management and leadership skills.
- Have excellent planning, organizational, and time management skills.
- Strong written and verbal communication skills in English and French: high-level ability to communicate effectively with partners, colleagues, consultants, and representatives of government and other multilateral organizations; strong network building skills.
- Ability to work well independently with minimal supervision while maintaining regular and frequent communications with IBP colleagues geographically dispersed around the world.
- Strong interpersonal skills and the ability to thrive in and contribute to a culture of collaboration and teamwork in a diverse work environment.
- Demonstrates a high level of organization; a strong ability to prioritize tasks to meet multiple deadlines.
- Thorough understanding of development sector financial guidelines and regulations and sound judgment in applying them to diverse field-based operations.
- Personal qualities of integrity, credibility, and a commitment to and passion for IBP’s mission.
- Self-driven, motivated and highly responsible.
- Intermittent in-country travel is required.
This is a full-time position
Equal employment opportunity and having a diverse staff are fundamental principles at the International Budget Partnership, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.
Please apply with resume and cover letter. Applications will be accepted until position is filled.