About us:

Youth Empowerment Synergy (YES-Ghana) is an ECOSOC-accredited NGO at the forefront of youth development policy, practice and research in Ghana. For more than 15 years, we have provided tailored skills training for youth, leading to improvements in their leadership, financial literacy, entrepreneurship and life planning skills. Through our service delivery, we have provided education, skills training, and technical support to thousands of youth and helped them transition to self and wage employment. Our research has contributed to filling the gap in youth data and the evidence base for public policy. And, we continue to use our national appeal and grassroots constituency, through our Voices of Youth Coalition, to advocate and campaign for youth-inclusive policies at all levels. We are entering an exciting phase of growth at YES-Ghana and are looking for new people to help take us forward.

Purpose of the role:

• As the Finance and Administration Manager, you will lead on the finance and administration functions of the organisation, ensuring that YES-Ghana is transparent, accountable, and able to mitigate risks as it moves forward.
• The role will involve maintaining oversight of our income, cash flows, accounting, and financial practices across the organisation.
• With the support of a talented team of finance and administration staff, you will work closely with the programmes directorate to ensure high quality operational and project budgets are developed and managed.
• You will work closely with the Executive Director and management team to maintain oversight on financial planning and decision making, producing user friendly management reports, and play an active role in fundraising and proposal development from the financial perspective.
• You will be a committed and talented individual who will be part of our Management Team, and will proactively engage in supporting leadership of the organisation.
• Within this body you will provide technical advice on financial management and planning.
• The Management Team will work closely with you to ensure they and their teams meet all key performance objectives in relation to financial management.

Responsibilities:

i. Financial management

• Ensure organisational compliance with Ghanaian and international financial regulations
• Lead development of financial plans, budgets and forecasts
• Produce monthly income and expenditure statements for YES-Ghana and its donors
• Monitor donor funded projects and provide accurate reporting
• Prepare accurate and timely financial reports for donors as required
• Carry out benchmarking exercises and supplier reviews to obtain value for money on its purchases
• Prepare financial statements and lead preparation of year end accounts
• Review financial processes and procedures on an annual basis

ii. Accounting function

• Ensure that accounting records and books of accounts are kept up to date and are in accordance with YES-Ghana’s chart of accounts
• Maintain a web-based accounting system using QuickBooks for the management of YES-Ghana’s expenditures and reports
• Ensure that all payments to suppliers and/or projects are in accordance with relevant YES-Ghana regulations and approved plans/budgets
• Manage monthly payroll, and ensure necessary deductions and reimbursements are processed against staff accounts
• Ensure that donor funds are received as per disbursements agreements and that expenditure by all staff is coded by unit and donor correctly
• Ensure that bank reconciliation as well as debtors and creditors statements are done monthly
• Ensure that cheque books, purchase order books, invoices etc. are well accounted for and are kept in a safe and secure custody
• Annually review accounting timelines and processes to ensure accounts are being produced in the most effective manner

iii. Financial controls and risk management

• Implement annual internal and external audit recommendations
• Build capacity among finance team to strengthen supervision
• Work with management to build a culture of values and transparency in finance
• Oversee adherence to YES-Ghana’s financial policies and procedures, and continuously improve systems and mitigate risks
• Oversee management and control of fixed assets, equipment and supplies
• Conduct monthly spot checks to ensure a strong control environment
• Provide guidance and develop new tools and systems to strengthen financial controls and risk management

iv. Administration, operations, human resources and development

• Improve and maintain a modern system of documentation and file management
• Improve and operate efficient system of receipt, recording and distribution of mails
• Supervise administrative backstopping for project activities
• Ensure that YES-Ghana complies with required insurances and certifications for effective operations management in the country
• Develop mechanisms to ensure regular communication and planning of priorities takes place across main office and field based teams
• Provide training and coaching to the finance team and other staff as per organisational capacity building plans
• Oversee talent acquisition, and lead induction of new staff to YES-Ghana
• Provide line and performance management of team members
• Uphold YES-Ghana’s codes of conduct and staff policies at all times personally and as a team

v. Strategy and direction as part of the Management Team

• Support financial planning, risk management and value for money processes within the organisation
• Oversee overall organisational performance and people development, including managing the performance dashboard and bottom line accountabilities
• Contribute to strategic planning and organisational management as a member of the Management Team
• Support the Executive Director and Management Team in the governance, oversight and direction of non-programmatic units
• Support the Executive Director to develop and engage the Management Team in the strategic growth and business expansion of YES-Ghana
• Act as a role model to staff and for young people in Ghana by upholding organisational values and policies at all times
• Create and maintain a values-based ethic across the organisation to ensure that YES-Ghana’s values, codes of conduct, policies and standards are understood clearly by all and adhered to in practice

vi. Other duties

• Other duties may be required from time to time, including responsibilities which require work on weekends and holidays for which time off in lieu (TOIL) may be taken

Qualification Required & Experience

Person specification:

• Minimum bachelor degree in accounting or professional qualification from a reputable institution
• At least 7 years’ middle to senior level experience in an accounting and financial management function, preferably in a not-for-profit organisation
• Proven experience implementing relevant legislation and regulations related to taxation and pensions, as well internationally accepted accounting standards, including the International Public Sector Accounting Standards (IPSAS)
• Proven experience managing grants of GH¢3 million or more from local and international donors
• Proven experience preparing budgets and financial reports for international donor agencies and other development partners
• Proven experience leading administrative support, goods procurement, contracts management, and human resources in a national or international organisation
• Proven experience with computerised accounting, and knowledge of QuickBooks multi-currency accounting software
• Proven experience leading an effective finance and administration team
• Demonstrated experience using sound judgment in resolving problems
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision
• Proven ability to establish priorities and to plan, organise, coordinate and monitor own work plan and provide advice and supervision to others
• Professional and independent working style, highly motivated and well-organised with the ability to manage multiple tasks and projects at a time
• Proven professional demeanour; able to present a professional image of the organisation at all times
• Proficiency in Microsoft Word and Excel applications, as well as electronic communications

Salary & benefits:

• Competitive salary structure
• Accra Cost of Living allowance
• 13th month salary
• SSNIT contributions
• Medical and dental cover
• Group Personal Accident cover
• Time off in lieu (TOIL)
• Annual leave
• Sick leave
• Parental leave (maternal and paternal)
• 2 weeks Christmas and New Year break
• Professional development initiatives

Location: Accra

How To Apply For The Job

Please submit a one-page motivation letter and an updated CV to:

jobs@yesghana.org Please use Finance and Administration Manager as the subject line of your email. Be sure to highlight in the motivation letter how specifically you meet the qualifications, skills and experience requirements for this role. Due to capacity constraints, only shortlisted applicants will be contacted.

Closing Date: 09 February, 2020