Field Finance & Operations Manager 115 views2 applications

Position: Field Finance & Operations Manager

Managerial supervision by: MaMaBay Landscape and Seascape Director

Technical supervision by: Country Finance & Operations Director

Positions Managed: Field HR Coordinator, Field Logistic Coordinator, Field Purchasing Coordinator, Field Grant Coordinator, Field Accounting Coordinator

Location: Maroantsetra

Country Program/Sector: WCS Madagascar

Scope/Capacity: Site

Position Type: Full time

Coordinates with: WCS Country Director, Country Finance Director, Deputy Country Directors, Marine Program Director, all other Site Managers, and Field operations teams (Finance, Logistics, Compliance, HR).

Job Purpose

The Field Finance & Operations Manager will work with the Country Finance & Operation Director, and the MaMaBay Landscape and Seascape Director to administer Finance, HR and Logistics processes related to sub-award management. S/He will finalize and manage sub-awards and ensure that the implementing sub-partners are compliant with Donors’ policies and procedures. In addition, the position Holder will work with program and M&E teams to ensure oversight during proposition, implementation and close-out. Also, the Field Finance & Operations Manager, in collaboration with the Regional Grants team, will advise the country program on contractual and grant issues, donor compliance, and implementation related to sub-award management.

Major Responsibilities

Grants Administration

• Oversee the financial and operational aspects of grants in the WCS MaMaBay area.
• Check all specific donor restrictive requirements for each new contract
• Ensure that grants contracts are managed in compliance with donor rules and regulations and WCS policies, including financial, human resources procurement, etc., from proposal through grant closeout.
• Prepare and conduct kick-off and close-out meetings
• Prepare and review monthly grants data analysis with regular updates on expenditures, forecast and availability of funds
• Anticipate and mitigate financial ensuring operations are run in a compliant and cost-efficient manner.
• Prepare timely financial reports, invoices, milestone reports, and grant code request forms (or modification if needed)
• Assist in compiling and editing budgets and ensuring communication and coordination between all departments (finance, programs, and operations) in drafting budgets.
• Support grant audits

Subgrants Management

• Manage the entire sub-award cycle by ensuring proper documentation is done at each stage (solicitation, pre-award, award, …)
• Be the focal point for Partner risk assessment and coordinate with the program team on the selection and institutional capacity development plans for the partners
• Monitor the sub-grant reporting according to the contract and ensure that the reports are put in the WCS accounting system.
• Set up and manage the oversight system of the sub-grant processes (financial, assets, HR …)

Financial Management & Audit

• Oversee the accountancy in the area
• Supervise financial transactions and ensure transparency of cash flows
• Prepare and monitor project cash flows against plans for the area
• Act as the custodian of WCS MaMaBay cash assets.
• Coordinate internal and external audits for the area
• Train the staff members on specific donor requirements and provide communication on key procedures.
• Ensure that finance-supporting documents are in line with audit requirements.
• Visit the field offices for internal controls on a regular basis as needed, but at least annually.
• Support the implementation of the action plan to address external and internal audit recommendations.

Logistics Management

• Oversee logistical and procurement operations to support the NGO’s projects.
• Manage procurement, inventory, and stock.
• Oversee logistics for staff and goods transportation.
• Supervise contracts with suppliers and service providers.
• Implement procedures to maintain compliance with WCS’s and donor’s rules but optimize logistical costs and time efficiency.

Human Resource Management

• Oversee recruitment, onboarding, evaluation and offboarding for the staff in the area
• Liaise with the Country office to facilitate employment contracts, salaries, benefits, …
• Ensure compliance with HR policies and local labor regulations.
• Develop strategies to improve staff motivation and retention.

While the nature of the work and primary responsibilities remain constant, additional duties may be assigned as needed to support team objectives and organizational requirements.

Minimum Requirements and Job Skills (Required)

• Bachelor’s degree in business administration, finance, logistics or a related field.
• A minimum of 5 years of experience in Finance and/or Operations, or related roles.
• Experience in a similar organisation (NGO) with multi-awards, multi-currencies and multi-donors.
• Strong analytical, critical thinking, and decision-making skills.
• Proficient in financial modelling and forecasting.
• Excellent communication and presentation skills.
• French & English fluency required.

Additional Requirements

• Frequent travels to the WCS offices.
• Professional proficiency in English and French

WCS is an equal opportunity employer, and the organization complies with all employment and labor laws and regulations that prohibit discrimination in hiring and ensures that candidates from all backgrounds are fairly and consistently considered during the recruitment process. We are dedicated to hiring and engaging a diverse workforce. We are committed to cultivating an inclusive work environment and look for future team members who share that same value. The organization provides equal employment opportunities for all qualified candidates. The organization does not discriminate for employment based on gender, race/ethnicity, religion, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, caste, genetic information or any other covered status or characteristic protected by laws and regulations/and similar categories.

It is everyone’s responsibility to ensure that we do not tolerate discrimination or harassment based upon a person’s membership in one of these protected categories in areas such as recruitment, selection, job assignment, supervision, training, promotions, job grading, transfers, termination, compensation, benefits, educational opportunities, WCS sponsored recreational activities and facilities.