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18 May 2021


Care International in Vanuatu –  Port Vila, Efate

Job Description

Project: Finance Management Consultancy
Place of Assignment: Port Vila, Vanuatu
Reporting to: Yasmin Bjornum (Sista) and Sharon Alder (CARE)
Duration: May – December 2021


CARE Vanuatu is part of the global CARE International confederation, which helps poor and vulnerable people in more than 93 countries around the world. CARE has been in Vanuatu since 2008, working with communities to build resilience to disasters and climate change shocks and increase women and girls’ involvement in community and national leadership. CARE Vanuatu has entered a strategic partnership with Sista governed by an MOU, which outlines how Sista and CARE are working together as long term strategic allies in support of Gender Equality in Vanuatu. Underneath this strategic MOU, Sista and CARE have secured funding to implement a set of activities between March 2021 to June 2022. The funding for these activities comes from three separate projects under the CARE Gender Equality Program, all supported by the Australian Aid Program.

Support Sista in the setting up of appropriate finance management and support systems to enable the organisation to manage a growing donor grant funding portfolio.

Responsibilities and tasks
Systems set-up (approximately 20 days completed between May and July 2021)

  • Review existing Sista policies and then revise or develop financial procedures including delegations under a Finance Manual. This should include the establishment of procurement procedures and expenditure authorizations that are appropriate to the size and stage of development of Sista, and the desire of Sista to develop policies that align with feminist principles.
  • Develop an appropriate financial system including processes and procedures that will lead to the preparation of Sista’s financial statements (Balance Sheet and Income/Revenue Statements).
  • Develop appropriate procedures and guides for the organization to to utilize Sista’s computerized accounting system (XERO).
  • Advise on an appropriate financial system given the size of Sista to track accounting activity. Set up system and development of procedures for tracking and reporting individual project income/ expenditure in accordance with Sista policies.
  • Review banking arrangements and develop a plan to minimise exposure to currency gains and losses.
  • In consultation with the Human Resource Consultant establish a payroll structure for staff as necessary.
  • Establish an effective filing system which can provide easy access to information and proper documentation of all financial requirements (including donor requirements).
  • Develop a system that will allow Sista staff to collate/ analyse and report on actual and planned monthly expenditure, interpret and communicate with project managers, advise of variance against approved budgets, and make recommendations for corrective action.
  • Ensure that VAT registration process is conducted, and there is a clear process for the VAT audit.

Financial Management Capacity Building and Training (approximately 8 days completed between July and December 2021)

  • Develop a plan for on-the-job training for project managers in financial procedures and educate all team members on financial responsibilities in line with Sista policies under the Finance Manual.
  • Support the Sista Finance Officer to build their skills to prepare reports to determine to whom expenses are attributed across multiple donors in the Sista portfolio, and to donors indicating the amounts expended.
  • Train the Sista staff in the development and drafting of project budgets linked to narrative proposals.

Key Internal Contacts
CARE Vanuatu Finance and Operations Director to access key documents that may assist with the consultancy.
Sista Executive Director

Fees and Payment
The consultant is expected to provide their daily fee rate as part of their expression of interest. If selected, the fees will be paid monthly, on the basis of an invoice and approved timesheet.

Selection Criteria

  • Minimum of three years experience in finance management and accounting in non governmental organisations
  • Third level qualification in accounting, business administration or finance
  • Certified Practicing Accountant (CPA) preferred
  • Extensive experience in proposal preparation and budget formulation
  • Understanding of multi and bilateral donor policies and procedures
  • Proven numeracy and financial analysis/ planning skills
  • Ability to use financial system to track accounting activity is required, knowledge of XERO accounting system preferred.
Job Expired 28/05/2021

Job Category: Banking, finance & insurance. Job Type: Contract.

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