JOB OVERVIEW: The Deputy Finance Manager is responsible for overseeing the end-to-end finance operations, financial planning and analysis, donor and partner management, establishing procedures and enforcing controls, preparing financial reports, and maintaining the financial health of the organization. MAIN ROLES & RESPONSIBILITIES: - Ensure the efficient and effective operation and maintenance of the organization’s day-to-day financial and accounting operations, as well as regular reports (weekly, monthly, quarterly, annual, and year-end).
- Ensure the budgets and budgetary revisions are prepared in adherence with the relevant budget cycle.
- Track budget submission timelines from budget holders and conduct initial technical reviews to ensure proposed activities align with financial targets.
- Generate and update revised budget codes in line with approved budget adjustments.
- Maintain up-to-date physical and electronic filing systems for all budget classifications and documentation.
- Prepare draft financial reports and statement packages for final review and approval by the finance manager.
- Support the Finance Manager in gathering documentation and responding to routine queries from the head office regarding financial reports.
- Apply feedback corrections to post-review financial reports and update documentation across paper and electronic archives.
- Serve as primary liaison for external auditors, coordinating data requests and supporting the end-to-end system audit process under managerial guidance.
- Coordinate and execute quarterly joint management account reviews with budget holders, flagging key variances for the manager.
- Perform primary reviews of daily transactions processed by accounts, cashiers, and finance team staff to ensure policy compliance.
- Identify operational delivery risks, propose practical mitigation steps, and maintain proactive communication with internal stakeholders.
- Assist with monthly reconciliations across balance sheet accounts to ensure accurate ledger data for period-end closures.
- Track adherence to donor directives, policies, and circulars throughout the grant lifecycle, helping supply compliance guidelines to project teams.
- Support budget eligibility checks against donor requirements during proposal development and budget drafting.
- Attend joint periodic reviews of donor agreements alongside budget holders to record and track reporting obligations.
- Help maintain and update the master reporting schedule under the direct supervision of the finance manager to keep annual and grant deadlines on track.
- Gather data and draft initial donor financial reports for review, adjustment, and submission by the finance manager.
- Attend proposal development and budget design meetings on behalf of or alongside the finance manager to take notes and provide administrative support.
- Identify operational delivery risks, flag them to the finance manager, and assist in implementing mitigation steps and internal communication.
- Organize and maintain paper and electronic records for all donor reports, grant agreements, and budget documentation for quick retrieval.
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