Vacancy Announcement

Finance and Administration Manager

Organization: AIMS – Cameroon

Position Title: Finance and Administration Manager

Reporting To: The Chief Operating Officer

Category: Finance and Administration

Status: Staff position

Duty Station: Limbé, Cameroon

SCOPE OF POSITION

Within the context of an unprecedented mission and a pioneering innovative math and science education institution, the African Institute for Mathematical Sciences – Cameroon (AIMS-Cameroon) seeks to attract a young dynamic professional to the role of Finance and Administration for the centre.

The key role of the Finance and Administration Manager is to oversee the effective and efficient finance and Administrative management of the Centre. He/She is responsible for the administration and financial management of the Centre’s program and its projects. He/She ensures the correct and effective management of financial resources, in accordance with the AIMS-NEI procedures, guidelines and policies.

SUMMARY OF POSITION GOALS

1. To lead and manage all Financial, administrative and HR issues providing support to the centre in these areas.
2. Perform the day to day processing of financial transactions to ensure all relevant costs and Centre finances are maintained in an effective, up to date and accurate manner.
3. In collaboration with the COO, control the centre budget and all the component budgets that make this up
4. Ensure all financial regulations are adhered to
5. Ensure comprehensive reporting, monitoring and tracking of all financial transactions
6. Work with the COO for centre planning forecasting and budgeting
7. Work regularly with the Secretariat Finance team

KEY RESPONSIBILITIES

1. Financial Management

• Ensure compliance with organizational financial policies as well as statutory financial requirements
• Prepare monthly and annual financial reports
• Oversee the execution of general accounting and financial transactions
• Any other tasks which are necessary to further the work of the Centre’s financial management.
• Coordinate with relevant program and support staff on the management of issues that include but are not limited to: Preparing monthly, quarterly and annual expenditure plans

2. Cash Flow management

• Maintain and operate bank accounts of the Centre to ensure efficient management of the centre’s funds.
• Disburse cash expenditures and collect financial documentation with regards to expenditures
• Prepare timely reports for submission to the COO or DF ensuring compliance with regards to procurement guidelines and polices.
• Forecast cash flow requirements and, in consultation with the COO , request transfers to meet cash needs based on the approved budgets
• Keep track of the general balances and communicate them when needed to the Finance department at the Secretariat.
• Ensure accurate financial data entry and filing
• Ensure timely transfer of cash to form Foundation to Centre (bank / cash)

3. Budget & Financial forecast

In consultation with the COO and heads of departments, ensure the preparation and maintenance of the center budget specifically:

• Manage the overall annual budget of the Centre
• Provide Monthly budget reports to the COO, heads of departments, and AIMS Cameroon board of trustees (when requested)
• Provide budget reports to the AIMS NEI Director of Finance

4. Annual accounts & Financial Statements

• Lead on any recommendations that are suggested in the audit report or management letter
• First point of contact for the auditors, and communicate with them to ensure all questions can be answered efficiently.
• Prepare the draft of annual statutory accounts and make sure they are in accordance with local and international accounting standards

5. Asset Management

• Create and support the maintenance of information on warranties, leases, maintenance, and software contract and licenses.
• Report on Asset inventory and management including depreciation of key capital items

6. HR Management

• Prepare monthly payroll for national staff, statutory deductions and other related payments
• In consultation with the COO, approve and monitor leave applications ans staff absences form work
• Assist with job descriptions preparation, place advertisements, conduct interviews, perform background checks, and select/recommend applicants.
• Ensure the Centre’s HR rules and regulations are in compliance with local/national regulations
• Manage personnel matters dealing with staff issues such as, referees, disputes, conflict resolution; administer disciplinary procedures and employee terminations as required. Serve as the primary contact with staff and HR bodies such as Social Insurance Fund, Pension institutions, regulators (Inspection du travail) etc.
• Serve as the link between management and employees by handling questions, interpreting and administering contracts and helping resolve work-related disputes
• Assist with the preparation of legal agreements for employees and outside contractors.
• Participate in Centre management team meetings, training and other meetings as required.
• Maintain effective working relationships with the centre’s external service providers and contractors.
• Work towards the achievement of the Centre’s long term strategy and annual work plans.

THE PERSON : COMPETENCIES & QUALIFICATIONS

• Minimum: a University Degree in Finance, Business Administration with HR related Discipline (Fully Qualified Accountant with an international accounting body is an asset)
• At least 5-7 years of relevant working experience.
• Strong computer literacy with high competencies in excel Knowledge of accounting software (QuickBooks, ACPAC, SAG, Simple Accounting, SERENIC etc) is an asset.
• Knowledge and experience with Rules and Regulations for institutional funders within the Excellent knowledge of spoken and written English is required – bilingual English / French is an asset
• Ability to effectively manage a variety of internal and external relationships, including relationships with donors;
• Good knowledge of international donors procedures and security management
• Excellent organizational skills with strong attention to details
• Ability to work with minimal supervision, under pressure and ability to respect often tight deadlines
• Strong analytical, training, communication, and team-building skills
• Experience working with an international NGO is an asset
• Flexible in a changing environment

POSITION DETAILS AND HOW TO APPLY

Application Closing Date: November 19th 2013

Commencement of Duties: January 2014

Remuneration: The remuneration package, including benefits will be competitive and commensurate with experience and qualifications. The initial post is expected to be on a full-time contract position for one year. AIMS-NEI is an equal opportunity employer.

To Apply: Prospective candidates must submit a letter of motivation and detailed CV, together with the names of at least two referees to: AIMS-Cameroon Hiring, BP 608 Limbe, Crystal Garden South West Region, Cameroun, or electronically to finance@nexteinstein.org (please ensure that the job title is in the subject line).

Or directly to the Secretariat of Mac Fiduciaire on the First Floor of Bull Building(New Air France) 628 Idy Rd, Bonandjo, Douala. 

Should no feedback be received from AIMS- Cameroon within four weeks of your submission, kindly accept that your application did not succeed. AIMS-Cameroon reserves the right not to make an appointment at its sole discretion