Specialist I, Finance and Administration.
The position is subject to the availability of funding.
About ChildFund
ChildFund is a child-focused international development organization that works in 23 countries to connect children with the people, resources and institutions they need to grow up healthy, educated, skilled and safe, no matter where they are.

ChildFund’s Values
ChildFund is creating an diverse, equitable, inclusive, and accessible environment where everyone is welcomed and celebrated equally. In our culture of connection, you will have ample opportunity to grow, learn, and lead while contributing your talents and innovations to our inspiring mission.


ChildFund’s Commitment
ChildFund International has a zero-tolerance policy regarding sexual exploitation, abuse and harassment (SEAH) and all other forms of harm by its staff, partners, and other representatives in the delivery of its mission and services for children. ChildFund is committed to creating a safe environment in the workplace as well as in the communities where it delivers programs and services. ChildFund expects every staff member, partner, and representative to adhere to this commitment and to ensure all organizational policies and standards are followed. This position is subject to a range of vetting checks, including a criminal records check and/or disclosure to ensure program participants are safeguarded.
ChildFund International is committed to safeguarding the interests, rights, and well-being of children with whom it is in contact and to conducting its programs and operations in a manner that is safe for children.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.


About This Role
The RAF leads strategy and manages financial support areas to the Access to Education project, anticipating and identifying critical problems and implementing solutions as early as possible. S/he oversees the management of
A2E finances and contracts; ensures the existence of clear policies and internal controls; ensures that support services of a high quality are provided to A2E grant staff and represents ChildFund.
The RAF is a strategic position within the A2E grant and CO and will review, refine, develop and recommend appropriate policies, systems and processes for A2E operation system.
The RAF will participate actively in relevant meetings and ensure the documentation of appropriate policies and processes relating to grant administration and financial management. The RAF will collaborate with the Country Office Finance Director and with the implementing partners to reach the goals and objectives of the project.


Required Experience and Education
• Minimum of 4 years’ experience in compliance with accounting and legal requirements
• Mastery of standard financial/accounting techniques and methods and in compliance with laws/standards accepted in the context of NGO activities;
• Ability to manage interpersonal relations and work effectively with others to establish and maintain good working relationships in a multicultural and multi-ethnic environment while demonstrating sensitivity and respect for diversity;
• Mastery of accounting software and Microsoft Office applications: Advanced level in Excel, Word, Outlook;
• Self-guided and strong organizational and planning skills; Ability to work independently, under pressure and remotely with the team;
• Be demanding of self in meeting deadlines;
• Stay informed and up to date with changes on statutory requirements;
• Strong ability to learn, to innovate and to work with minimum supervision;
• Very good ability to work effectively under stress, identify priorities and to meet deadlines.


Primary Responsibilities
#1: BUDGET MANAGEMENT
• Initiates and oversees strategy in the management of A2E grant finances to ensure good stewardship
• Initiate & monitor the preparation and consolidation of the A2E grant budget, reflecting the availability of funds as well as the real cost of implementing grant activities
• Initiate a process and continuously monitor A2E budgets and collaborate with Country office Finance Director to take any required corrective action.
• Monitor A2E grant financial reports to ensure ChildFund obtains true and best value for money, complies with funding contracts, and avoids losses or unnecessary costs; take or recommend remedial action as required
• Prepare all CO financial reports /invoices in compliance with ChildFund and USAID standards.
• Initiate and monitor systems that ensure compliance with tax legislation with special focus on VAT recording, reporting, etc
% of Time: 20%


#2: FINANCIAL AND CONTRACT MANAGEMENT
• Oversee the financial system management of CO, grants and contracts to ensure compliance
• Initiate systems for making sure that line managers, sub-grantees and others involved in the implementation of funding contracts have sufficient understanding of the terms
• Liaise with partners on issues such as uncollected receivables, asset disposal, waivers, budget line-item changes, and contract clarifications to ensure compliance.
• Ensure budget availability prior to launching of procurement, processing payment, etc
• Review and records all cash transactions (receipts and disbursements) and journal entries to ensure completeness of documentation, validity, appropriateness of charging, and compliance to ChildFund and CO
• Policies. These transactions include, but are not limited to cash advances, payment of goods and services, etc.
• Prepare cheques for all disbursements and records all receipts in financial system
• Reviews and records Travel Expense Reports (TER) along with attachments (air tickets, phone, gasoline and other miscellaneous expense bills)
• Reviews and records Project Advance requests, and liquidation Reports.
• Record payables to ChildFund, relating to the above reports against appropriate sub-ledgers.
• Review partners and/or vendor sub-ledgers and prepare aged reports on funds balances for the country office Finance Director’s actions.
• Perform weekly reconciliation of all sub-ledger accounts with the general ledger for all local currency and US$ accounts.
• Prepare the intra-company billing report on a regular basis as required and submit it to the CO Finance Director.
• Review and record petty cash transactions
• Maintains an orderly, complete and effective filing system of accounting and financial records and documents of A2E grant.
• Maintains a cash-book per bank account for reconciliation purposes.
• Assist the CO Finance Director with the preparation and reconciliation of A2E grant bank accounts.
• Assist the CO Finance Director with the preparation and reconciliation of A2E general ledger control accounts with the sub-ledgers.
• Prepare monthly payroll and ensure timely submission and payment of all statutory returns (Payee, Government, etc).
• Prepare payment of staff benefits including accrued benefits and charge to A2E grants regularly on monthly basis.
• Assist in the organization of and contribute to monthly grant implementation and expenditure meetings to ensure implementation and spending on track
% of Time: 15%


#3: POLICY, PROCEDURE AND AUDIT
• Initiate and monitor the existence & application of clear policies & sufficient internal controls to guide the A2E grant including ChildFund and Partner staff & minimize the risk of non-compliance, malpractice & human error
• Plan all required external audits and ensure they are performed on time; take the lead in ensuring that line managers act on external and internal audit recommendations
• Initiate and enforce A2E grant procurement as necessary Administration and asset and property management systems, in line with accepted policy and procedure.
• Ensure that all A2E grant staff are fully aware of the policy and procedures of ChildFund Senegal and USAID, update and distribute briefing materials in a timely manner as and when necessary
• Initiate and implement a system for ensuring line managers and their staff are fully aware of policies and procedures that affect or may affect them or their work.
• Fully participate in the development of appropriate and effective financial system, procurement, management information and administrative systems for the National Office
• Undertake periodic reviews of policies and systems of A2E grant to ensure that they always meet the needs of the Country Office. Propose recommendations to improve systems when necessary.
• Spot check compliance with grant financial management and cost principles and ensure all supporting documentation on file.
• Provide technical leadership and support on sub recipient monitoring visits in collaboration with the Finance Director.
• Liaise with field-office / projects to validate that all finance and administrative procedures are fully implemented consistently throughout the grant and CO.
% of Time: 25%


#4: PEOPLE MANAGEMENT
• Payroll management
• Write and revise job descriptions when necessary
• Management of contracts
• Interview and select staff with input from others as assigned by the management
• Orient, train and coach A2E staff on finance and administration
• Identify staff development needs and plan and deliver capacity building
• Recommend or initiate personal actions regarding salary, job moves and promotions and disciplinary actions
• Conduct staff performance management activities including preparation of annual plan and conducting mid-year and annual appraisals
% of Time: 20%


#5: GENERAL
• Actively participate in A2E senior management team meetings, discussions, and decisions
• Develop the financial support elements of the A2E grant annual operating plan
• Represent ChildFund vis-à-vis government, COs, partners, etc.
% of Time: 15%
#6: Other
Perform any other duties as assigned by the immediate supervisor and SMT
% of Time : 5%


Required Competencies
ChildFund’s Core Competencies
• Teamwork: the ability to work effectively and collaborate with others; values and respects individual differences.
• Communication: demonstrates empathy and tact when communicating with others and uses a storytelling approach when appropriate.
• Results orientation: gets things done; takes proactive steps to achieve organizational goals and quality standards.
• Decision making: uses good judgement, critical thinking, and non-traditional ways to evaluate problems and opportunities; reflects and innovates to improve decisions and outcomes.
• Resilience: thrives and grows in rapidly changing, demanding, and complex environments.
• Digital literacy: adopts and champions new technology to relevant contexts, stays aware of technological trends and embraces technological solutions to business challenges.


ChildFund’s Leadership Competencies
• Partnership (develops strong networks; works across divisions; creates trusting and productive relationships that contributes to positive outcomes)
• Change Management (adjusts thinking and behaviors to remain relevant, resilient, and responsive to internal and external conditions)
• Design Thinking (designs solutions with end user experience in mind; empathizes, defines, ideates, prototypes, and tests)