Finance Manager

Payroll preparation and administration

• Oversee all payroll functions to ensure that employees are paid in a timely and accurate manner.
• Negotiate and manage the employee insurance and benefits plans.

Budget preparation

• Establish guidelines for budget and forecast preparation, and prepare the annual budget in consultation with the  Sudan Country Director and Executive Director.
• Assist Program Directors and Project Managers with the preparation of budgets for funding applications.

Project management accounting

• Maintain financial records for each project in a manner that facilitates management reports.
• Ensure that accurate and timely financial statements are prepared in accordance with contract agreements with funders 
• Provide accurate and timely reporting on the financial activity of individual projects

Information technology

• Evaluate the need for new technology to meet the organization’s financial data processing, control, and reporting requirements
• Advise on appropriate technology that meets the organization’s information requirements and financial resources 

Risk management

• Monitor risk management policies and procedures to ensure that program and organizational risks are minimized
• Maximize income where possible and appropriate
• Negotiate with Bank for lines of credit or other financial services as required and appropriate.

Main Duties

• Manage and directly supervise a team of qualified and experienced staff in Sudan and oversee a total of Seven finance staffs based in the field  
• Supervise and coach field finance staff and other staff as requested by the Representative; ensure that each member of the finance team has a clear job description and receives regular feedback on performance. Pursue an active policy of capacity building of the local finance staff.
• Supervise the preparation of all mandatory monthly and yearly accounts including the monthly finance and management reports for the Executive Director of the UPO, ensuring that accounting policies are properly and consistently applied and to submit such accounts in accordance with the deadlines in the UPO Finance Manual. Supervise the preparation of separate financial reports for funding agencies such as the UN and other international tc. in accordance with the terms of the contracts.
• Prepare cash flow projections in accordance with procedures and manage the cash flow of the country program in order to ensure that sufficient funds are always available. Where required, submit requests for installments of funds from funding agencies in a timely manner, ensuring a reliable cash flow for the program.
• Responsible for overall control of expenditure against budget for all projects. The Finance Manager will provide to program staff regular and accurate financial reports and analysis to inform timely and cost-effective project management and decision-making.
• Assist in the preparation of, and verify the accuracy of, budgets for all project proposals, Project Documents (PDs, bilateral applications to institutional donors and any other projects.
• Ensure the compliance with the UPO Operations Manual, including procedures for electronic data storage, backups, and security.
• Ensure that purchasing is carried out in accordance with the UPO Procurement Policy including review and improvement of systems as needed.
• Liaise at the appropriate level with banks, tax authorities and other financial institutions.
• Co-ordinate the taking out of and the renewal of insurance as required by law for national staff, vehicles, as well as public liability insurance, fire insurance, etc. Prepare and submit to, if applicable, monthly reports on visitors and other persons to be included under the group insurance policies.
• Assume responsibility for up to date and correct inventories of all project equipment, including the Asset Register.
• Monitor the payment of salaries and allowances of local staff; ensure the timely payment of taxes, insurance and benefits, and ensure the maintenance of accurate payroll records.
• Ensure that all staff settle advances and/or loans in line with established policy and procedures and that all accounts are settled at the time of termination of service.
• Act as contact with external auditors on accounting matters and, in consultation with country director, to make available to them all records required for the purpose of auditing the accounts, including any additional audits for funding agencies. Ensure that internal controls are properly in place, including regular visits to project offices.
• Work with administrative staff and the Director to ensure smooth office operations and cost savings where possible.

Other duties

As may be assigned by the direct supervisor. At the moment, financial management of our program in South Sudan and Yemen is also being managed from Sudan