Executive Manager Finance and Administration

This roles is to ensure the performance of the organization’s Finance, Accounting, Settlement, Facilities, and Benefit Payments functions in accordance with the Corporate Policies, Procedures and Instructions; and, Strategic and Operational Plans.

JOB TITLE:  EXECUTIVE MANAGER FINANCE AND ADMINISTRATION

REPORTS TO : - Chief Operating Officer: Corporate Services

 DIRECT REPORTS

• Administrative Assistant
• Manager Settlements
• Manager Budget and Controls
• Financial Accountant
• Manager Facilities, Security & Services

 DELEGATION & LIMITS OF AUTHORITY

Refer to Financial Limits of Authority, and relevant Corporate Policies, Procedures and Instructions.

 JOB LEVEL

Executive Management Grade 10

 WORKPLACE VALUES

The incumbent will be expected to operate in line with the Core Values of the Organization:

Collaboration & Commitment Accountability Resourcefulness & Resilience Empathy

 STANDARD OF PERFORMANCE

Performance of the incumbent will be measured against:

• Key Performance Indicators set in relation to

–             organization’s Strategic Plan;

–             Business Unit’s Operational Plan; and,

–             Budgetary Controls;

• Adherence to the organization’s Corporate Policies, Procedures and Instructions.
• Adherence to established professional standards, industry best practice and statutory requirements.

 STRATEGIC RELATIONSHIPS

The incumbent will be required to establish and manage relationships with:

INTERNAL: All Staff, Internal Auditors, Executive Director, Chief Operations Officers, Executive Management, Branch Managers, Investment Committee.

EXTERNAL: All Government Ministries, Auditor General, Local Financial Institutions, International Financial Institutions, Other Local Lending Agencies, Other International Lending Agencies

 ORGANISATIONAL OBJECTIVES

The incumbent will be required to forge and manage relationships with:

• ensure the performance of the organization’s Finance, Accounting, Settlement, Facilities, and Benefit Payments functions in accordance with the Corporate Policies, Procedures and Instructions; and, Strategic and Operational Plans.

PERFORMANCE REQUIREMENTS

The incumbent will be required to: Finance and Accounting Management

• provide leadership direction to Finance and Administration staff to ensure efficient use of human resources:

–             Establish and maintain internal control to ensure compliance with financial policies, procedures and legislation;

–             Manage the maintenance and upgrade of financial information systems;

• formulate, recommend, implement and update policies and procedures and other internal control systems necessary to:

–             safeguard the financial assets of the organization;

–             ensure the integrity of the organization’s financial accounting systems, records, reports and statements; and,

–             ensure that all financial transactions are conducted in compliance with the policies and procedures established by the Board of Directors.

• manage the organization’s Accounting and Benefit Payments functions through the intermediate supervision of the Financial Accountant.
• Ensure that the Board’s Treasury Management function is fit for purpose ensuring that appropriate working

capital support is available in a timely manner.

• Maintain and report on full records for all items of capital expenditure.
• Maintain and report on full records for all items of capital expenditure.
  • Ensuring all relevant transactions are properly recorded in the financial ledger in accordance to current accounting standards.
  • Responsible for production of the Annual Financial Statements.
  • Responsible for providing technical support in the preparation of consolidated Financial Statements
  • To ensure that the links between the financial systems and other corporate systems are robust and effective.
    • This  includes  payroll,  the  IA  system,  SDC  and  any  other  system  used  in  the  production  of  critical information
    • manage the organization’s Budgeting, Financial Reporting and Project Accounting functions through the intermediate supervision of the Manager Budgets and Controls.
    • manage the organization’s Settlement Department, Custodial and Foreign functions through the intermediate supervision of the Manager Settlements.
    • manage the local custodial function directly.
      • optimize the handling of bank and deposit relationships and initiate appropriate strategies to enhance cash position.

Strategic Implementation

• manage or review the activities of cross functional teams that support any of the BU’s developmental projects.
• serve as Chairman or member of any standing or ad hoc internal committees and represent the organization on external committees and bodies as directed by the Chief Operating Officer – Corporate Services.
• develop, implement, manage, monitor and evaluate the Business Unit’s goals and targets in the interests of the organization’s strategic plans, objectives and priorities.
• coordinate/prepare the annual budget estimates for the BU and manage same in accordance with the strategic objectives.

People Management

• develop and maintain a properly functioning Finance and Accounting Unit with clearly defined Operating Policies and Procedures.
• prepare annual operating plans and budgets for the Finance and Accounting Business Units in accordance with establishes performance guidelines and objectives.
• implement relevant Policies, Procedures & Instructions required to Monitor & Evaluate the Performance of immediate subordinate staff, inclusive of Coaching, Mentoring and Training;
• ensure that Training Needs Reports are submitted and approved Action Items are executed in order to equip staff with the necessary Knowledge, Skills, Abilities and Other Attributes required to achieve approved objectives;
• ensure compliance with the organization 's Corporate Policies,  Procedures &  Instructions related to: Human Resource Management, including Industrial Agreements; and, Health, Safety, Security and  the Environment, including relevant elements of the OSH Act.
• ensure adequate provision of equipment, operating systems and supplies, information and physical amenities necessary for the efficient and effective conduct of the Department's business and the maintenance of a healthy and safe work environment.

Collaborative Management

• participate in and contribute to the development, formulation, implementation and monitoring of the organization’s strategic, tactical and operational plans, strategies, and objectives.
  • participate in and contribute to policy development, implementation, monitoring, review and compliance in technical and functional areas and as necessary as part of the Executive Management team.
  • work closely with the Executive and Senior Management team to implement strategic initiatives and decision making and employee engagement.
  • provide overall leadership and strategic direction to the Business Unit and as part of the  executive leadership team.
  • To provide financial support to work closely with other members of the Executive team in relation to significant infrastructure and ICT projects
  • produce regular, periodic or special reports as required or directed for the BU, Executive Management, projects activities or as necessary.

Audit, Compliance & Risk

• liaise with the organization’s internal and external Auditors with regard to the audit of the Board’s operations, co- ordinate responses to audit queries within assigned area of responsibility and co-ordinates/compiles responses to external audit management letters.
• ensure the adequacy of organization’s insurance coverage of the insurable assets and general risk portfolio.
  • identify and manage risks within BU and also as part of the Executive Management team in respect of enterprise risk management
  • co-operate with and provide assistance to Internal and External Auditors, and internal Compliance and Risk Managers with regard to access to, or provision of information, records and responses required for preparation of financial statements as well as audit and risk reports.
  • Effective and robust management of contractual obligation and associated cost.

Strategic Support

• provide financial and accounting advice, services and reports to the Board of Directors, the Executive Director, Deputy Executive Director, Executive Managers and other Management Personnel.
• participate in the management decision-making process as a member of the organization’s Executive Management team.
  • represent the organization on Boards; Government, Private Sector and other External Committees as directed by Chief Operating Officer – Corporate Services and Executive Director.
  • To provide an energetic and enthusiastic approach to making and supporting continuous improvement across the finance function to improve the service that finance offers to the wider organization and to external stakeholders
  • perform other related duties.

Infrastructure Management

• direct operations of all the organization’s Facilities Management and Security Services by: overseeing the implementation of policies, procedures and instructions; and, ensuring a coordinated and systematic approach to managing Health, Safety and Security risks.

EDUCATIONAL REQUIREMENT

• REQUIRED: Membership in a recognized professional accountancy body (e.g. ACCA, CIMA)
• REQUIRED: Bachelor’s Degree in Business Administration, Management or related field.
• DESIRED: MBA(Finance), MSc in Finance and Accounting or related field

EXPERIENTIAL REQUIREMENT

• A  minimum  of  ten  (10)  years’  progressive  experience  directing  Financial  Operations  in  the  Financial Services Sector.
• A minimum of five (5) years’ managerial experience
• Any equivalent combination of education and experience.

AREAS OF SPECIALIST KNOWLEDGE

·       Microeconomics

Ability to analyse and understand the economic behaviour of businesses, households, and individuals, factors that influence their decision making, and the consequences of these decisions.

·       Accounting

The extent to which one is able to create a precise list or enumeration of financial transactions, record, classify, summarize, interpret, and communicate financial information about an organization.

·       Financial planning

Determining how to spend money to best accomplish work goals, as well as keep track of spending should the need to explain expenses arise.

·       Financial Auditing

Extent to which one is able to examine records or financial accounts to check their accuracy, adjust and correct accounts, and prepare reports.

·       Macroeconomics

Understanding of economy as a whole, and the interactions between economic factors such as national product, employment rates, inflation, fiscal policies, economic growth etc.

·       Business Administration

Knowledge of how to manage all or part of an organization by developing strategies, planning, allocating resources (human, financial, material, intellectual or intangible), controlling procedures and evaluating outcomes. 

SKILLS

·       Spreadsheets

Extent to which one is able to work with electronic spreadsheets, use formulas and manipulate data.

·       Interviewing

Skills  related  to  asking  pointed  and  structured  questions  that  are  intended  to  help  gather  important information.

·       Training

Extent to which one is able to effectively and efficiently transfer knowledge to others.

·       Auditing and Control of Procedures

Extent to which one is able to keep track of how well employees are following procedures.

·       Accounting Software

The extent to which one is able to use the relevant software in order to perform accounting tasks.

·       Systems Evaluation

Degree to which one is capable of identifying ways to evaluate how well a system is performing and coming up with actions needed to improve the functioning of the system in order to meet established goals.

ABILITIES

·       Comparing and Contrasting

Degree to which one is capable of drawing similarities and differences between two or more objects, ideas, or concepts.

·       Resolving Conflict

Extent to which one is capable of finding a satisfactory solution to conflict, and to resolve the issue without lingering resentment.

·       Team Building

Ability to create workable teams as well as help team members learn to trust each other and perform well together.

·       Negotiating

Extent to which one can bring others together and reconcile differences.

·       Systems Analysis

Degree to which one is capable of determining how a system should work and predicting how new circumstances (incorporating a new technology, changes in economy, environmental changes, etc.) might affect the output.

·       Strategizing

Planning how best to proceed given a number of different scenarios.

·       Analysing

Capacity to examine an issue methodically by separating it into parts and studying their interrelations.

·       Budgeting  

Ability to create an itemized summary of estimated or intended expenditures for a given period as well as proposals for financing them. Also includes the ability to create a systematic plan for the expenditure of a fixed resource, such as money or time.

·       Critical Thinking

Ability  to  use  logic  and  reasoning  to  identify  the  strengths  and  weaknesses  of  alternative  solutions, conclusions, or approaches to problems.

·       Decision-making

Considering the relative costs and benefits of potential actions to choose the most appropriate action to take.

OTHER PERSONALITY TRAITS

·       Ability to work in a Team

Degree to which one works well in a team and is an asset to other team members.

·       Goal/Achievement-orientation

Extent to which one's goals are well-defined and are a driving force in one's life.

·       Diligence

Extent to which one is persevering and tends to put a great effort into work.

·       Creative Thinking and Problem Solving

Degree to which one comes up with solutions for problems that are unique, creative, relevant and in demand.

·       Initiative

Degree to which one is a self-starter and can get a project underway without too much supervision or guidance.

·       Efficiency

Ability to perform tasks as quickly as possible without sacrificing quality.

·       Leadership Qualities

Extent to which one possesses a natural tendency to take charge and instils confidence in others.

·       Emotional Intelligence

Extent to which one possesses understanding of one's own emotions and those of others.

·       Maturity

Extent to which one's thought-process is characterized by wisdom and shows perspective.

·       Dependability

Degree to which one can be counted upon to be there when needed and keep one's word.

·       Comfort with Decision-making

Ability to handle the pressure that accompanies decision-making power.

·       Trust

Extent to which one is trusting of others and has faith in the good of people.

·       Honesty

Extent to which one tells the truth and behaves in a trustworthy manner.