Emergency Finance Coordinator at Medecins Sans Frontieres (MSF)

Objective of the Position

Defining, coordinating and monitoring the implementation and management of finance strategies, policies, internal control and all financial administrative and legal issues in the mission, in line with the context and operational challenges and MSF protocols, standards and procedures, in order to provide accurate, trans-parent, timely and reliable financial information to the organization and third parties on the allocation of resources in the capital and at the emergency interventions.

Tasks & Responsibilities

In collaboration with the other MSF team members:

• As an key member of the KERSO, participating in the definition of the mission objectives and strategies in collaboration with the other Coordinators, planning, implementing and monitoring the financial operational and budget needs, anticipating changes and challenges and planning accordingly, in order to ensure budgets are relevant and appropriate.
• Defining the financial strategy for the mission together with the Head of Mission /EMCO, assessing and mitigating the financial risks of the mission and ensuring the implementation of a relevant KERSO and emergency invention organizational set up and a reliable internal control system, in order to meet all financial obligations while keeping financial ethics respected at all times within the country.
• Ensuring proper implementation and respect of MSF policies and guidelines, ensuring they are aligned with legal requirements and within the national legal framework, and designing or adapting relevant local policies, procedures and tools for optimized management of financial resources.
• In collaboration with the technical referent at HQ, managing the funding agreements with donors e.g. coordinating and preparing proposals and financial reports to donors and managing donor contracts.
• Coordinating and ensuring the efficient management of the treasury including the whole accounting of the KERSO and emergency intervention, in order to ensure the smooth running of operations at all times and maintaining as much control as possible on security risks. This includes among other things, defining minimum levels of cash, anticipating planned expenditures, managing local bank accounts and transfer of funds, managing contacts with banks and/or other financial institutions at KERSO level, and monitoring the payment of suppliers and staff salaries
• Providing regular and adequate indicators to monitor the financial health of the KERSO and emergency intervention, providing relevant cost analysis, regularly monitoring of expenses vs budget, analyzing variances and suggesting corrective actions when needed. Being responsible for the management, supervision and development of the finance team, including coaching, training, motivating and ensuring their capability, detecting potential conflicts and finding solutions when necessary. Sensitizing key executive staff such as departments’ responsible, budget holders and relevant management on financial risks and the extent of their financial responsibilities.
• Ensuring the proper application of HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff's development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the finance activities.
• Coordinating and overseeing the monthly and yearly closing of accounts with the aim that the statement reflects the financial reality of the KERSO and the emergency interventions.
• Supervision of the Finance department staff / CO-Leading HR/Fin department and ensure proper HR back up at field intervention

General duties related to Emergency

• Ensure proper implementation of MSF finance standard guidelines and procedures and where necessary set-up relevant adjusted policies and procedures for the Emergency response in collaboration with other CEST(Country Emergency Support Team) and HQ cell.
• Train and evaluate the finance department staff / Offer E-Response financial risk management and mitigation strategies. e.g. insurances.
• Back up Accounting/ Fin /HR at field level and EMCO being mobile between field intervention and capital.
• Back up S.Sudan finco during long absences
• Reinforce the finance team in the region upon request in case of emergencies directly managed by missions and/or emergencies managed by the e-pool.
• Ensure both support and control of the finance staff as technical referent for budget and any finance issue
• Ensure that necessary financial controls are in place and adapted to the E. Response to avoid creating unnecessary frustrations during the interventions
• Define and evaluate the E. Response money security rules according to the intervention context and MSF standard guidelines.
• Analyze and recommend new ideas on cash management during the emergencies analyzing the risks and developing policies where necessary
• Manage the banking support for the regional missions with bank accounts in the Country (S.Sudan and Sudan missions).

The position holder may be asked to take up additional duties/ hold another position for purposes of Emergency Intervention.
S/he will be taking up the position of Emergency Response Coordinator in case there are simultaneously 2 emergency interventions Or 1 Emergency intervention plus 1 Explo/visit

Qualifications & Requirements:

Education:

• Essential, degree in Economics/Finance or related studies

Experience:

• Essential, working experience in relevant and similar jobs.
• Ability to define, coordinate and monitor the implementation and management of Finance strategies, policies, tools in the country-specifically in emergency context and operational challenges
• Ability to set up Finance in emergency, recruit, and train the Finance team.
• Strong knowledge of accounting principles, financial reporting, and regulatory compliance.
• 2 years MSF experience in finance and in emergencies as pre-requisite
• For MSF staff : Previous D/Finco , Finco or Experience Finance Manager is a must.

Knowledge:

• Essential: Computer literate (MS Office Suite); Unifield, Wefin software knowledge

Skills/ Competences:

• Excellent interpersonal skills including cultural sensitivity, assertiveness and negotiation skills.
• Strong Leadership and people management.
• Good communication and presentation skills. / Team player and multi-cultural sensitivity.
• Flexibility – ability to operate in a changing environment. / Planning and Organization.
• Financial analysis and forecasting. / Analytical and problem-solving abilities.
• Excellent presentation and communication skills, with emphasis on writing skills

Language: Proficiency in written and oral English & Kiswahili.