The Finance and Administration Manager will report directly to the Country Director and have a dotted-line reporting relationship with the WCS Global CFO. The primary objective of this role is to establish and oversee efficient financial and administrative management systems through strategic financial planning, oversight of accounting and budgetary operations, reporting to donors and internally, and implementing controls, monitoring and compliance for the WCS Country Program Office and Field Projects. Major Responsibilities: General Responsibilities- Overall supervision of the Finance and Administrative staff
- Ensure financial efficiency in all aspects of operations, advising the Country Director of any problems or weaknesses in financial controls and procedures, and any ways in which costs could be reduced.
- Ensure all project budget management and financial activities are in compliance with WCS and donor requirements
- Ensure that the highest standards of financial integrity are followed.
- Ensure that all projects/activities in the country program respect national legislation, including customs regulations, labor rights, taxes, and benefits.
- Lead all financial and administrative aspects related to the work of WCS, including Long-Range Business Planning, Annual Planning, and quarterly forecasts to support the Director of the Peru Program
- Advice the Country Director on the proper compliance of the Local and Global Policies applicable to WCS Ecuador.
Financial Management- Responsible for preparing budgets for project proposals and annual budgeting in coordination with the Regional Business Manager and other departments in NY, accordingly, coordinating with the Country Director and Project and Programme Directors as needed
- Maintain the Budget updated, considering the pertinent Budget adjustments according to the procedures established for this, through processes as budgeting, forecast and cash flow management
- Ensure up-to-date figures for costs of staff salaries and benefits.
- Compile quarterly projections of expenditure and cash flow for projects and country office to ensure that sufficient funds are available for project operations.
- Maintain an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulations.
- Strengthen and document administrative and financial policies and procedures.
- Ensure along with the Country Director and Program Directors the program financial sustainability.
Audit - quality control- Risk management - Ensure that all transactions entered into the SAP in the central office are correctly and consistently recorded, including grant, fund, project and other information where needed. Perform a monthly check of all financial data by the 10th day of the following month.
- Ensure that revenue and expenditure posted by WCS NY are correct and are assigned to the right project, grant/fund and account codes, and where problems are found, ensure that these are resolved with the appropriate staff in NY along with project staff as required.
- Supervise regular petty cash counts out weekly.
- Assess and mitigate the financial risks of the mission, ensure that reliable internal control systems are in place, and financial ethics is respected within the mission
- Coordinate and supervise local audits relating to accounting including donors and institutional audit, tax, and labor matters
- Ensure the correct and ontime communication with third parties of WCS, providing information on audits or any other type of requirement, as well as attend and address the observations and comments from the auditors.
Internal Qualification RequirementsMonitoring and managing expenditures
Ensure that all expenditures are made in accordance with established procedures, including verification of supporting documents and budget availability.
Monitor and review expenditure against budgets on a monthly, quarterly and annual basis by project and for country office as a whole and review it at least quarterly with the Regional Business Manager.
Prepare monthly reports of expenditure against budgets for internal use, including monitoring of expenditure against project activity budgets as well as WCS project, grant/fund and account code.
Where expenditures on projects are not in line with budgets, bring this to the attention of the project director and/or country director and regional business manager. Make recommendations to adjust spending accordingly.
Monitor all bank transactions in coordination with WCS NY, and approve monthly bank reconciliations.
Follow up of revenue received locally or in Headquarters to ensure are posted to the appropriate project, fund/grant and account code and oversee cross-charging to other country programs as per established procedures.
Ensure complete accounting records are maintained including vouchers, authorizations, and reconciliations, including both paper and electronic records.
Ensure proper tracking of project advances to staff, ensuring that advances are accounted for in a timely manner according to WCS procedures, and that an accurate balance sheet is kept of each staff member’s outstanding advances.
Reporting
Oversee the general accounting reporting the expenses of the projects of the country to WCS NY according to the established deadlines and procedures.
Oversee monthly and year-end closure of accounts, reports and bank reconciliations.
Report to the Project Directors a comparative status of monthly and quarterly expenses of projects in execution.
Contracts and sub-awards
Ensure contracts with third parties follows internal policies, procedures and local regulations are met (supplier – subawardees)
Organise and lead the team dealing with contracts with third parties – partners and/or services providers – consultants, to ensure that contractees and sub-awardees meet all requirements.
Review budgets for contracts and sub-awards to other organizations to verify that costs are reasonable and sufficient for proposed activities and meet donor requirements for budget presentat
Minimum Requirements and Job Skills:
Minimum
Bachelor's degree in finance, business administration, accounting, or related professional
Demonstrated experience managing teams for over eight years.
Demonstrated understanding of the international cooperation and its implications in taxation, SRI, UAFE and, Ministry of Foreign Affairs and Human Mobility reporting.
Demonstrated understanding of local labour regulations.
Conversational proficiency in English
Job skills
Demonstrated ability to independently establish and manage multiple currencies/donors/requirements.
Demonstrated ability to communicate with a variety of partners and stakeholders, and to mediate and resolve complex issues that involve multiple actors and/or interest areas.
Proactive and independent professional with keen attention to details and meeting deadlines.
Ability to perform well in teams interacting others in a positive, respectful, and constructive way.
Good communication skills, both written and verbal, as well as strong analytical skills
Preferred requirements:
Minimum of five-year experience non-profit sector (NGO, International organisations) working financial and administrative management, and donors' knowledge.
Good communications skills
Our recruitment Process:
- CV review
- Contact with qualified candidates via email
- Capabilities assessment
- First round of interviews
- Soft Skills assessment
- Interview with Global Finance
- Final interview with Country Director
