Finance Manager

Position Title: Sub-Office Finance Manager
Department: Finance (Operations)
Location CRS Sub office Quetta, Pakistan
Reports To: Head of Office; with a dotted line to CPFM
Band: TBD
Supervises: Finance Officer, Partner Finance Officer

ABOUT CRS: Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Out Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

BACKGROUND: CRS Pakistan is currently working in the following sectors: education, drought mitigation, WASH, livelihoods, and protection sectors. Alongside this, CRS continues to work in the areas of emergency response and disaster preparedness & mitigation. CRS main office is located in Islamabad with sub-offices in Sukkur- Sindh Province, Besham- KPK Province and Quetta- Balochistan Province.
Job Summary: The Finance Manager (FM) is responsible for managing the day-to-day financial activities at respective Sub-office. S/he is responsible for ensuring the robustness of the CP’s financial management systems and processes. S/he is in charge of financial reporting, financial grant management and compliance, communication, capacity building of finance staff as well as capacity strengthening of sub-recipients in the area of financial management. The Finance Manager designs, improves and maintains effective financial systems and processes. In line with CRS’ strategic priority to reinforce an organizational culture of high performance and accountability, s/he works with CP management to ensure that the country program maintains a high level of resource stewardship and strict financial accountability. S/he manages the day to day financial activities of Quetta Sub-Office.

Functional Responsibilities

Financial Management and Analysis
1. Ensure that the respective sub-offices financial accounting environment is in compliance with CRS’ policies and procedures, Generally Accepted Accounting Principles (GAAP), donors’ rules and regulations and legal requirements.

2. Oversee the development and implementation of robust local financial systems and processes (e.g., payroll and cash management) as appropriate.

3. Proactively develop financial forecast analysis to assist in areas such as management of currency risk and cost allocation rates.
4. Lead the process of analysis and interpretation of financial reports to ensure that accurate financial data is provided to budget managers to inform decision making.
5. Ensure financial records and transactions are adequately supported as per CRS’ Documentation Policy and Document Retention Policy with due consideration of local laws and donors’ documentation requirements.

Planning & Budget Administration
1. Support Program Managers in developing budgets for new programs/projects and revisions of existing projects. Ensure that reasonable estimates of direct cost and shared direct cost are used in budgets, based on historical data and current market conditions. In addition, s/he ensures that accurate indirect cost and support services rates are used in accordance with policies and guidelines.
2. In collaboration with Head of Office and Program Managers review budget comparison reports to provide analyses and action plans that address significant variances between approved budgets and actual expenses.
3. Facilitate timely submission of Annual Program Plan and Quarterly Current Year Spending Plans via effective coordination with Budget Managers and CP Finance for maintenance and management of e-Budget.

Sub-recipients’ financial management and Capacity Building
1. Oversee Build and strengthen the capacity of sub-recipients in the area of financial management. Plan and organize regular trainings and other capacity building initiatives such as exchange visits to ensure that subrecipients acquire and maintain the skills required to manage financial resources provided by CRS and other donors.
2. Assess and regularly monitor sub-recipients’ ability to safeguard financial resources entrusted to them. In addition, assess and monitor their ability to accurately record and post all financial transactions. Work closely with subrecipients to ensure that they design and implement effective internal control improvement plans.
3. Ensure donors’ requirements are included in sub-recipients’ agreements, and systems are in place to promote compliance.
4. Maintain good working relationships with sub-recipients based on mutual respect and effective communication and work with Grants and Compliance Officers to ensure coordinated and consistent partners strengthening efforts.
5. Ensure sub-recipient advances and liquidations are managed in accordance with the Sub-recipient Financial Management Policy and the terms of the related sub-recipient agreements.

Reporting
1. Oversee the month-end financial closure process and coordinate the timely submission of monthly financial reports to the CPFM.
2. Oversee the performance of all required functions of templates used for Sun System, report writing, daily transaction recording and production of periodical reports, reporting and keeping backup of data on regular basis.
3. Provide support in monthly and/or yearly closing of accounts, pre audit checking, presentation of various schedules/statements, accurate trail balance, balance sheet and other statements, as well as safe transfer of all financial records to Country Office.
4. Oversee timely and accurate financial year-end closure and coordinate the timely submission of year-end reports to the CPFM.

Taxation
1. Ensure deduction of withholding income and sales tax from the payments to vendors, income tax and from staff salaries as per tax law requirements.
2. Ensure timely deposit of all withheld taxes / tax liabilities in Government treasury per tax regulations.
3. Ensure timely submission of monthly and annual tax returns to CP Finance for e-filing as per tax law requirements.
4. Ensure timely provision of income tax deduction certificates to vendors and staff at the end of each tax year and / or whenever required.

Grant Management
5. Monitor grant agreements to ensure spending is within obligated budgets and the approved project periods; communicate with HQ/ Finance when new agreements are signed or existing agreements are modified.
6. Review and understand the financial sections of all agreements with donors to ensure financial terms are reasonable, practical, do not contradict CRS’ policies and procedures and are in CRS’ favor when possible.
7. Prepare monthly, quarterly and final financial reports for donors in accordance with donors’ regulations or as stated in agreements and CRS’ Grant Reporting Policy for submission to CPFM.
8. Lead the ongoing financial management of grants and related cost-shares through timely communication with program managers, to ensure budgets are not overspent or significantly under-spent.

Risk Management and Compliance
1. Ensure adherence to the Agency’s financial policies and procedures and compliance with all donors’ financial requirements.
2. Ensure internal control systems are in place and followed by all Finance Department staff and all other applicable CRS employees. Make certain that tools such as review checklists and process flow charts are made available to and consistently used by all appropriate staff.
3. Ensure that there is an adequate segregation of duties among cash receipt, cash disbursement, and bank reconciliation.
4. Actively engage with internal and external audit teams and ensure findings related to financial management are closed within the prescribed deadlines.
5. Promptly apprise the Senior Management Team of any known or suspected instances of fraud or of ethical violations.

Finance Personnel Management and Overall Capacity Strengthening
1. Supervise, mentor, coach finance staff. In addition, design and implement succession plans for finance staff.
2. Oversee the orientation of accounting staff and project managers in relevant financial management practices, CRS policies and procedures and donors’ financial requirements.
3. Encourage teamwork and facilitate job enrichment to involve team members in activities beyond their defined job descriptions. Ensure effective delegation of authority and staff capacity building within the Finance Department.
4. Ensure that job descriptions for Finance employees are up to date. In addition, ensure that performance and development plans are prepared each year. Complete annual performance appraisals for supervised staff. Make these documents a useful tool for employees to maintain and improve their performance.

Representation and Confidentiality
1. Attend and actively participate during management meetings at sub office.
2. Keep all documents and information related to CRS’ program activities, personnel and development plans confidential.
"The Finance Manager may be called upon as part of their roles and responsibilities to participate and/ or provide support in emergency response situations when and where required in consultation with their supervisor."

Internal Key Working Relationships:
Head of Office, Country Program Finance Manager, HoOps, Program Managers, Head of Admin & Finance, Admin / HR Manager, Procurement Officer, Administrative Officer, HR Officer, IT Officer and other Support Managers; and Internal Auditors
External Key Working Relationships:
Banking Institutions, Government Entities, Donors, Sub-recipients, Suppliers and External Auditors and Audit Firms

Requirements:
1. Strong leadership, management, and analytical skills.
2. Strong customer service orientation and effective communication skills (good listener, positive, supportive, clear, constructive, and accessible) both written and verbal.
3. Knowledge of English is required.
4. Excellent skills in Excel required. Knowledge of other application software, such as Word, Vision and Power Point highly desired.
5. Strong planning and organizational skills.
6. Ability to prepare training materials and to present training materials.
7. Ability to learn fast and adapt quickly to change.
8. Willingness to work the hours needed to meet deadlines, and work well under pressure.
9. Desire to work in a collaborative and proactive team environment, but able to work independently.

Qualifications:
1. University Degree in Accounting, Finance or related field or equivalent work experience required. A professional certification in Accounting or a related field highly desired.
2. Minimum of five years professional experience in a financial management position of responsibility, at least three of which is in a supervisory position required.
3. Budgeting and budget management experience required.
4. Proven ability to analyze reports or issues and to provide appropriate recommendations required.
5. Availability to perform work assignments out of the country required.
6. Sound knowledge of local law in the areas of taxation and local regulatory reporting obligations is required
7. Strong knowledge of effective management practices desired
8. Knowledge of the relevant public donors’ regulations will be highly desired.
Note: List of responsibilities, professional and personal skills are considered indicative and not exhaustive; actual duties may differ or change depending on office and agency priorities at the time.

Competencies for CRS Overseas Finance Managers
These competencies apply to all Overseas Finance Managers and are rooted in the mission, values, and guiding principles of Catholic Relief Services.

Exemplifies financial stewardship and integrity

Definition: Models high standards and excellence in the appropriate use of agency funds.

a) Sets a standard of trustworthy and ethical behavior
b) Provides information in formats that can be easily understood and used by non-finance colleagues
c) Translates financial requirements for complex operating and programming environments
d) Ensures existence of, and compliance with, internal controls
e) Understands and models appropriate application of current policies, procedures, regulations and laws
f) Develops strategies to promote cost efficiency and cost control
g) Ensures accuracy of financial data

Manages people and priorities

Definition: Smoothly coordinates workflow and relations with others to handle complexity.
a) Organizes priorities on the basis of possible risks & impacts
b) Organizes work schedule to provide timely financial information needed to make timely decisions
c) Effectively manages people, relationships and situations (including appropriate delegation, constructive communications, and fair conflict management)
d) Plans and monitors priorities in close coordination with management and programming staff
e) Manages stress resulting from conflicting demands and the need to act quickly

Mitigates financial risks

Definition: Manages financial risk to the agency.
a) Understands and complies with CRS and donor policies, procedures and reporting requirements
b) Seeks a clear understanding of financial issues and champions proactive solutions in collaboration with CP leadership
c) Regularly analyzes and reconciles financial information for improved control and better decision making
d) Forecasts exposure to financial risks (from foreign exchange, growth/constriction, funding volatility, liquidity, and inflation) and recommends appropriate actions

Advocates for financial system efficiencies, improvements, and innovations

Definition: Actively strategizes for continuous improvement in agency financial systems.

a) Ensures use of appropriate financial tools and processes to increase quality and efficiency (in collaboration with HQ and Regions and other CPs)
b) Actively participates with program and management staff to strengthen finance practices
c) Provides management with the right information and tools to make informed decisions
d) Clarifies roles and functions to enhance efficiency and productivity
e) Conducts regular assessment of financial management systems and communicates the results to management with recommendations for improvement

Strengthens financial skills of CRS staff and partners

Definition: Builds other people’s capacity to support a high-quality financial management system.

a. Raises awareness among CRS staff and partners of finance skills required for quality CRS work
b. Constructively engages CRS staff and partners to assess skills, identify potential weaknesses in financial systems, and ensure that appropriate steps are taken to address gaps
Job Description – Finance Manager 6
c. Ensures training (or other support) is offered to develop required financial skills
d. Builds skills and empowers subordinates to ensure that they have the appropriate skills to assume new/greater responsibilities
e. Supports CRS staff and partners to interpret financial information and identify implications for program quality and efficiency
f. Promotes cross learning among finance staff to ensure that there are no gaps when staff are away from the office