Accounting & Finance Manager

Position Summary

The CI Secretariat is an international foundation, registered under Swiss law, and governed by the CARE International Board of Directors. Under the leadership of CI Secretary General, it coordinates and supports the work of the 13 CARE national Members and 1 affiliate Member which works in more than 80 countries around the world. CARE's mission is to serve individuals and families in the poorest communities in the world. The role of the Accounting & Finance Manager is to support the Secretariat's Head of Finance to ensure the Secretariat's sound financial administration and reporting by carrying out professional accounting work related to the preparation and maintenance of financial records (with offices in Geneva and Brussels), assist in the management of funds jointly owned by the CI membership, play a key role in budget and forecast update preparation, and support the Head of Finance in the meeting of Secretariat statutory and legal obligations. As CARE International is in the process of introducing a new ERP financial software, a particular challenge of the position will be to help ensure its successful implementation and effective use and functionality. This position involves considerable hands on work, owing to the small size of the Secretariat office (fewer than 45 staff, about half of whom are located outside of Switzerland). With CARE International in the midst of an exciting change process, this position offers the right candidate the opportunity to grow and develop in the position.

Specific Tasks but not limited to:

1. Maintain general accounting and financial reporting at the CI Secretariat (Geneva and Brussels) for all financial transactions in accordance with generally accepted accounting principles (40%)

1.1 Support the maintenance and optimisation of Secretariat financial rules and regulations to the level required by the CI Board, and ensure their implementation across the Secretariat.

1.2 Verify and authorise invoice bookings, and maintain accounts payable and receivable.

1.3 Verify and authorise general and recurring journal entries for miscellaneous expenses.

1.4 Support and verify the reconciliation and records of inter-company accounts/transactions.

1.5 Ensure that all transactions and accounting entries are made in a timely manner and in accordance with Secretariat financial rules and regulations.

1.6 Maintain a system of monthly, quarterly and annual financial reporting and monitoring, as required by Secretariat management and governance.

1.7 Support the implementation of an Internal Control System, verify it is respected and suggest revisions when necessary.

1.8 Prepare quarterly VAT declaration, annual withholding tax return and other tax declaration as applicable.

1.9 Ensure compliance with Swiss and Belgian financial regulations.

1.10 Ensure the consolidation, in accounts and financial reporting, of CI Switzerland (Sudan), including the annual audit.

1. Support the management of the CI Secretariat treasury function (10%)

2.1 Manage the system of quarterly funding requests to CI members.

2.2 Perform the annual reserves policy calculation in compliance with CI policy.

2.3 Maintain a record of Secretariat bank account access (in Geneva and Brussels), and ensure bank accounts contain sufficient balances required for effective Secretariat operations.

2.4 Ensure that all payments are made in a timely manner and in accordance with Secretariat financial rules and regulations.

1. Ensure that all Secretariat bank accounts are reconciled on a monthly basis.

2.6 Supervise the Swiss Franc and Euro petty cash.

2.7 Manage the credit card process.

1. Support the annual budget process for the CI Secretariat (10%)

3.1 Provide support to the Head of Finance in the annual budget preparation process, which culminates in CI Board approval in May or June of each year.

3.2 Work with senior management to prepare detailed budget work sheets for each Secretariat function.

3.3 Work with senior management to prepare the consolidated Secretariat budget (approximately CHF 8 million ) for submission to the CI budget approval process.

3.4 Manage and as appropriate, revise, the CI member contribution key that sets member contributions to the CI Secretariat budget.

3.5 Based on the Secretariat's financial reporting (see 1.6), work with senior management to prepare revisions to the budget.

3.6 Contribute to the identification, analysis and implementation of mechanisms to ensure cost-effectiveness of Secretariat

1. Assist in the management of funding mechanisms jointly-owned by the CI membership, and donor grants received by the CI Secretariat (5%)

Revolving Fund

4.1 Act as the back-up for the Head of Finance for the Revolving fund, including supervising the process of CI member loan applications to the CI Revolving Fund, preparation of interest calculations and quarterly reports.

Emergency Response Funds

4.2 Under the advice of the CI Humanitarian Director and Head of Finance, manage the preparation of fund advances for emergency response activities.

4.3 Supervise the adequate recording of funds advances and expenses as per the fund policy.

4.4 Prepare quarterly and annual financial statements in compliance with fund policy.

4.5 In collaboration with the Humanitarian Director and Head of Finance, maintain a system of biannual funding requests to CI Members.

Donor grants

4.6 Ensure the adequate management of donor grants received by the CI Secretariat, in addition to annual CI member contributions. This includes verifying the respect of internal procedures and establishing the donor financial reports.

4.7 Prepare for and support external audits required as part of these donor grants.

1. Manage CI Secretariat cost recovery procedures (5%)

5.1 In consultation with senior CI Secretariat managers, establish and maintain procedures for the management of cost-recovery at the Secretariat. (This relates to the cost of staff time, travel or equipment to be recovered from restricted funding sources.)

5.2 Manage the implementation of Secretariat cost recovery procedures.

5.3 Prepare quarterly reports on cost recovery at the Secretariat.

1. Legal oversight and audit support (10%)

6.1 Provide support to the CI Secretariat annual audit.

6.2 Together with the Head of Finance, prepare for submission to the CI Board and General Assembly in November of each year a comprehensive set of annual accounts, including adequate narrative and notes, and the finalised annual audit report.

6.3 Together with the Head of Finance, prepare for submission to the CI Board and General Assembly each year a combined CI member annual financial statement and supporting notes.

1. Support the Head of Finance in maintaining an effective working relationship with other CI Secretariat departments, CI's membership and external accounting services provider (5%)

7.1 As requested by the Head of Finance, provide technical support to and establish effective working relationships with CI Secretariat staff for joint initiatives containing a financial component: e.g. inductions and trainings, financial processes and internal controls, cost efficiency and effectiveness optimisation.

7.2 Establish effective working relationships during interactions with other CI membership staff e.g. membership and ERF funding requests, intercompany billing, implementation of new ERP financial system.

7.3 Establish effective working relationships with the external accounting services provider, managing and co-ordinating the information flow to ensure timely financial reporting.

8. Support the implementation and effective use of the new ERP financial system (10%)

8.1 Support the Head of Finance to implement the new ERP financial system and its effective use and functionality.

8.2 Help ensure that financial information received by staff members meet needs and that future needs are appropriately anticipated.

8.3. Ensure that staff are appropriately trained and have access to resources.

8.4 In coordination with others, ensure archiving of key data.

9. Information products (5%)

9.1 Prepare on a yearly basis the combined financial statements ("Facts & Figures") of CARE International representing the results of all members, for publication in CARE's Annual Report (see also 6.3 above.

9.2 Provide relevant financial information for other information products as needed.

Any other project, task that might be assigned by the supervisor.

Decision-making authority

The Accounting & Finance Manager supervises implementation of the Secretariat's financial rules and regulation, The position's decision-making authority is defined by this policy as well as the Secretariat's internal control, procurement and human resource policies.

Accountability

The Accounting & Finance Manager reports to the Head of Finance, who is part of the Secretariat Senior Management Team (SMT).

In addition to the SMT, the Accounting & Finance Manager will need to establish strong working relations with other departments including the CARE Emergency Group (CEG), HR & Administration team, Brussels' office and management,

Team

In her/his work, the Accounting & Finance Manager will besupported by a Finance Assistant.

Working conditions

The Accounting & Finance Manager is based in Geneva, Switzerland. A small amount of travel might be required. The small size of the Secretariat team requires an amount of flexibility.

Qualifications & experience

Required:

The post holder will have a formal, recognized financial qualification, and will bring a minimum of seven years of progressively more responsible professional experience in financial management and accounting, preferably in an international setting. The post holder will have experience in monthly and year end closing, balance sheet reconciliations (including intercompany), VAT, consolidation, audit and the annual budgeting process. The post holder will also have ERP experience, and preferably its implementation.

Desired:

Experience in the international non-profit sector.

Experience in donor reporting.

Knowledge of SCALA, GIT and Peoplesoft accounting software.

Swiss and/or Belgian Accounting rules' expertise.

Skills & competencies

Essential: fluent spoken/written English; strong analytical skills; strong IT skills including mastery in Excel;; effective staff management; superior communication skills; adaptability; problem-solving skills; work organization; stress management; cross-cultural communications.

Desired:fluent spoken and written French

How to apply:

Interested and qualified candidates should submit their CVs and a covering letter tocirecruitment@careinternational.org by 25 July, 2014. Only short-listed candidates will be contacted.

Please note that only applicants with valid Swiss work permit will be considered.

More Information on CARE International is available at www.care-international.org.