About EBDM
Enterprise for Business & Development Management (EBDM: www.ebdm.biz) is a management consulting and research firm extending advisory and implementation services to a broad range of clients in the non-profit, private and public sectors. EBDM specialises in monitoring & evaluation, research, project management, organisational development, strategic management and technology solutions. EBDM also manages its own business initiatives.
The Firm is a small but rapidly growing organisation and requires a dynamic individual to become a member of the Firms’ Finance and Administration Unit. The candidate must have effective leadership qualities, which will prepare him/her for future senior management positions. The candidate should therefore be prepared and willing to invest at least the next three years of his/her career in the Firm.
GENERAL SCOPE OF WORK
The role of the Finance & Administration Manager is that of a facilitator and enabler, rather than a controller. The main areas of operation include accounting, budgeting, logistics, procurement, maintenance, inventory and asset management, legal affairs and premises management. This position's primary responsibility is ensuring organizational efficiency, transparency and accountability. It is expected that the Manager Finance and Administration will ensure that such working environment, policies and procedures are put in place that the consulting and services staff are enabled to work effectively, efficiently, comfortably and with minimal problems. The incumbent will be required to develop as well as implement such a support system in the Firm. As such, this position is of great responsibility and requires high levels of diligence, professionalism and ethics.
FUNCTIONAL RESPONSIBILITIES
- Be responsible for quality delivery of all intermediate and final outputs of the Finance & Administration Unit;
- Develop and ensure implementation of ethics, policies and procedures relating to Finance and Administration;
- Manage the administrative function and establish internal administrative systems and controls;
- Management of the Firm’s budget in coordination with senior management;
- Development of individual programme and project budgets;
- Invoicing to funding sources, including calculation of completed units of service;
- Payroll management, including tabulation of accrued employee benefits;
- Disbursement of checks for the Firm’s expenses;
- Organising accounting documents;
- Supervise and coach Finance & Administration Officers on a regular basis;
- Manage day to day processing of accounts receivable and payable using QuickBooks, producing reports as required;
- Reconcile monthly activity, generating year-end reports, and fulfilling tax related requirements;
- Assisting senior management in creating annual organizational budget and monitoring cash flow;
- Managing client, vendor and staff contracts and reimbursement requests;
- Develop, maintain and monitor all fundraising and accounting systems and procedures capturing all pledges, billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems;
- Ensure that the Firm’s income tax documentation is maintained properly and that income tax returns are filed on time;
- Regularly coordinate with the Firm’s bank(s);
- Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arrange for repairs as necessary;
- Ensure security of office, staff, and physical assets belonging to the organisation;
- Remain vigilant of financial/administrative policies and financing modalities of national and international development, corporate and government agencies applicable to the Firm’s geographic presence and service offerings;
- Ensure proficiency in use of necessary accounting and administrative software applications. Keep abreast of any developments in such software;
- Prepare monthly, quarterly and annual budgets and reports, as required; maintain a track and record of expenditures against budgets;
- Be responsible for the systematic and transparent procurement and management of the Firm’s assets and inventory items;
- Monitor the records of the Firm’s contracts with suppliers and sub-contractors;
- Supervise the arrangements for travel, boarding and lodging of the Firm’s management, employees and guests;
- Ensure that the Firm’s offices, equipment, utilities (telephone, gas, water, electricity etc.) and premises are well maintained and fully functional at all times;
- Ensure that the F&A function of the Firm develops and maintains its operations at a level that is compliant to recognised international management standards, and;
- Undertake any other task assigned by your supervisor(s) in relation to your scope of work and functional responsibilities.
REQUIRED QUALIFICATIONS
- Master’s degree in finance from a recognised university; Accountancy qualification an advantage;
- At least seven years of relevant post qualification professional experience, with at least five years of specific experience in accounting and administration at the middle management level;
- Qualified Accountants (ACCA, CIMA or equivalent) with hands-on experience in accounting and administration will be given preference;
- Excellent writing and general communication skills in English language; Candidates who have scored well in the IELTS/TOEFL will be given preference;
- Candidates who have prior experience of working with international bi-lateral or multi-lateral development agencies, international NGOs and/or multi-national companies in a similar position will be given preference;
- High level of proficiency in MS Office required. The candidate should be proficient in using data processing tools such as MS Excel, Word;
- The candidate must be proficient in the use of QuickBooks Pro and Enterprise versions; Working knowledge of additional accounting software will be a plus;
- The candidate must be an independent worker who can carry out required tasks and responsibilities diligently, with minimum guidelines and instructions from senior management;
- Ability to multitask and manage competing priorities;
- Ability to cope with challenging work routines; delivering under tight deadlines and multi-tasking;
- Demonstrated leadership and vision in managing staff groups and major projects or initiatives;
- Excellent interpersonal skills and a collaborative management style, and;
- A demonstrated commitment to high professional ethical standards.
REPORTING
Supervisor: General Manager – Finance & Administration
Alternate Supervisors: Managing Director