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8 Jun 2023

Head of Finance and Operations at Weema International Inc

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Job Description


Founded in 2011, WEEMA International is a nonprofit organization working in Southwestern Ethiopia. WEEMA is licensed to operate in Ethiopia as a foreign charity. We partner with rural communities to provide safe water, quality education, economic opportunities, and lifesaving healthcare so the whole community—including the most marginalized—can thrive. We aim to serve as a model of community-led development, demonstrating the power of development by Ethiopians for Ethiopians.

JOB SUMMARY:

The Head of Finance and Operations will work closely with the Country Director (CD) to develop a professional, effective, and efficient and results driven operations support team. This role is responsible for the leadership of all operations at the country and field offices with the goal to ensure the optimization of operations effectiveness and efficiency for successful program implementation. While helping to drive strategic direction of the organization, this position is responsible for overseeing and coordinating all operations functions including finance and procurement, administration and security, Information Communication Technology and human resources, and advises the Country Director on all operations matters to ensure optimum program operations delivery. This position collaborates with the Head of Programs and the program implementation team, to ensure alignment in program needs and priorities, and serves as a member of the senior leadership team, developing and implementing the strategies of the organization and contributing to the leadership’s decisions, while complying to country, organization and donor policies.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Job Responsibility #1: Systems Development and Strengthening

  • Provide leadership in developing and strengthening systems and tools for successful implementation of programs, focusing on general administrative processes, financial management, sub-award management, accounting, human resources, procurement, security and logistics.
  • Ensure operations systems developed target both regional level implementation and country level support;
  • Develop business plans for each operations function and team and ensure adherence to those plans in line with the overall direction and aims of the organization;
  • Coordinate the preparation and reporting of respective metrics for operations; Set and monitor explicit performance and report on progress in achieving these standards and performance indicators;
  • Lead monthly, quarterly and annual operations management team meetings for internal alignment of operations to program implementation;
  • Implement, evaluate and ensure functionality of corporate applications at the country and regional offices; communicate with corporate leads to any support needed;

Job Responsibility #2: Coordination and Communication

  • Develop processes and communication protocols that are customer (staff, partners, vendors) friendly, resulting in a positive working environment;
  • Coordinate the delivery of all support services across country and field offices in collaboration with the program implementation team and field-based teams; ensure that operations support to field offices is prioritized and provided; these include trainings, regular weekly coordination meetings, problem solving and necessary planning activities to ensure effective and timely program implementation;
  • Collaborate with the HQ, Head of Program and MERL Manager for strategic program-operations linkages by providing timely analytics and guidance; partner with CD to provide operations management inputs to program managers, partners, and senior management team (SMT) resulting in the organization becoming a high performing team;
  • Represent the organization with partners, government agencies and donors on all operations issues. Provide guidance to the organization around these external engagements and advise accordingly.

Job Responsibility #3: Management Finance and Accounting

  • Establish and maintain sound and transparent accounting and fiscal control procedures for financial, sub-award and operations aspects of the projects.
  • Lead organization wide budgeting, budget revisions and projections for all programs and respond to any questions.
  • Provided the necessary financial metrics to monitor program/projects budgets to ensure that spending occurs as planned and that variances are anticipated, noted, and corrected.
  • Ensure that key program personnel and partners are aware of their budgetary resources and are able themselves to monitor their budgets.
  • Ensure timelines, quality assurance on financial reports to management, donor, partners, government and relevant stakeholders
  • Review and strengthen the financial control system including zero tolerance of fraud and effective management of fiduciary risk, ensuring that there is transparency and an audit trail along the financial supply chain.
  • Lead the budget development process during business development and ensure financial accuracy and quality in the submission
  • Ensure the implementation of financial policies and procedures to ensure compliance to generally accepted accounting principles, IPSAS, organization standards, statutory and other donor regulations.

Job Responsibility #4: Internal Controls, Policy, and Compliance

  • Lead the development of new policies and procedures concerning internal controls and operating efficiency.
  • Coordinate with the compliance unit in monitoring existing compliance procedures and initiate potential improvements.
  • Participate in organizational risk assessment and development of mitigation plan
  • Communicate policies and procedures within the organization and relevant stakeholders;
  • Ensure all deviations reported through the monthly/Quarterly compliance dashboard are addressed on timely manner

Job Responsibility #5: Human Resources Development and Management

  • Oversee the functions of HR, and advise the management on compensation, benefits, performance management systems, recruitments, manpower planning, and succession management;
  • Oversee the implementation of the key systems in human resources and ensure compliance with government, organization and donor policies, procedures and guidelines.
  • Assign performance objectives to supervised staff, conduct performance appraisal of the staff and provide feedback when necessary.
  • Involve in recruitment of all staff and in the review of the staff JD under supervision of HR.
  • Facilitate and provide induction, training, coaching, mentoring and advice to the supervised staff to ensure they understand and carry out their responsibilities effectively.
  • Design a mechanism and apply to identify training needs and development opportunities for WEEMA staff.
  • Maintain regular communication with CD, other senior leadership team members and field-level senior staff to ensure program activities and objectives are achieved;
  • Produces quarterly and annual performance reports to the Country Director.

Job Responsibility #6: Administration, ICT and security

  • Oversee all administrative and general services including safety and security of premises, office administration, workplace ethics and office space allocation, utilities and insurances, leases and maintenances, and store management;
  • Oversee safety and security measures for country and regional level staffs and offices and ensure effective emergency communications systems are established;
  • Oversee efficient and effective delivery of Information Communication Technology services to all users at the country and field offices;
  • Ensure optimal functioning of all IT systems, including internet, hardware and software.

Job Responsibility #7: Supervision & Capacity Building

  • Provide technical assistance and thought leadership to support innovative capacity building programs for country staff to enhance individual skills sets and to strengthen the overall operations.
  • Assess the core strengths/weaknesses of the operations team members, and in conjunction with HQ operations teams, provide training and on-the job coaching to develop the capacity and knowledge

Job Responsibility #5: Policy, compliance and others

  • Ensure application and compliance of all WEEMA policies and protocols;.

DEPARTMENT: Finance and Administration

REPORTS TO: Country Director

Position: Senior Level

Mode of Employment: One-year contract with the possibility of extension

Job Requirements

EDUCATION/TRAINING : MA, MBA, MSc in Business Administration, Finance, Accounting, Management or related disciplines.

EXPERIENCE : At least 12 years of relevant experience.

TECHNICAL AND OTHER SKILLS

  • Demonstrated knowledge and technical experience in operational practices (finance, procurement, administration, security, IT, HR, PSEAH/Safeguarding) in international organizations;
  • Strong leadership and technical skills, with proven capacity to direct and manage change, and inspire high-performing teams;
  • Exceptional interpersonal, teamwork, communication, partnering and supervisory skills, with government partners, donors and other partners;
  • Proficiency in verbal and written English, proposal development, strategic and operational planning, report writing;
  • Good interpersonal communication skills and ability to effectively liaise with government, community leaders and other stakeholders;
  • Respect, accountability, courage, excellence, analytical ability, interpersonal skills, developing teams, decision making, information monitoring, facilitating change, proactive problem solving, planning & organizing.
  • Proficient in QuickBooks;
  • Integrated knowledge and understanding of program design and management;
  • Excellent planning, organizational, analytical and decision-making skills;
  • Proven team building and management skills




Method of Application

Submit your CV, copies of relevant documents and Application to  [email protected] Use the title of the position as the subject of the email Closing Date : 17 June. 2023




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