World Service Finance Controller

Purpose

The Lutheran World Federation (LWF) is a Communion of 149 Churches in 99 countries. The role of the Communion Office (CO) is to serve these churches in different ways. The CO has three departments, the Department for Planning and Coordination (DPC), the Department for Theology, Mission and Justice (DTMJ) and the Department for World Service as well the Office of the General Secretary.

The Department for World Service (LWF World Service) is responsible for carrying out diaconal response to humanitarian emergencies and human needs on behalf of the Lutheran World Federation (LWF). In pursuance of its responsibility and based on its strategy, World Service:

- operates together with and on behalf of the LWF member churches,

- provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, emphasizing livelihoods, quality services, protection and social cohesion,

- establishes and runs country programs and emergency operations,

- engages in cooperation and partnership with governmental and non-governmental organizations, relevant United Nations agencies and other structures involved in humanitarian and development programs as they link to the WS mandate, and represents LWF in the ACT Alliance.

 

The Finance Unit in LWF World Service is responsible for section 6.3 of the World Service strategy, Robust Financial Management that requires strategic use of modern systems to control and monitor the financial risks and to use the available resources to achieve the best value for money.

Finance Controllers are required to provide technical input on quality controls on the financial systems, procedures, reporting, budgeting, auditing and monitoring of financial risks.

A large part of the time will be spent on detailed analysis of the financial and audit reports and to provide sustainable technical solutions in line with the LWF World Service established policies and procedures and the international accounting standards and practices.

Finance Controllers are required to actively engage in the preparation of LWF World Service consolidated audit report.

Finance Controllers are functional supervisors of the Finance Managers in the Country programs through a technical dotted line. In this capacity, they contribute to the evaluation of their financial skills.

Required Qualifications

• Professional qualification such as ACCA, CMA, CPA or equivalent
• Bachelor’s degree in Accounting, Finance or Business administration
• Knowledge of Sage accounting software or similar accounting software

Additional Study and Experience

• Minimum 5 years of experience as a Finance controller, Finance manager or an auditor in an international audit firm
• Knowledge of the not-for-profit sector
• Professional experience in an LWF Country Program and sound knowledge of LWF Financial framework, accounting system and Finance Manual.
• Proficiency in English and either Spanish or French is required.
• Practical experience in rollout of an accounting software

LWF Core Skills

• Analytical thinking Level expert
• Achieving results Level expert
• Initiative Level advanced
• Accountability Level advanced
• Working effectively with others Level advanced
• Leadership Level basis

Required Skills

• Financial management/audits Level expert
• Regulatory Compliance Level expert
• Attention to detail Level expert
• Capacity building/training Level advanced
• Confidentiality Level basis
• Data management Level advanced

Position Environment and Dimensions

Internally, as a member of the Finance Team reporting to the Global Finance Coordinator, mainly interacts with Finance team in Geneva, Regional Program Coordinators (RPCs), Finance staff in the assigned Country programs, Office of Finance and World Service staff in Geneva.

Externally, interacts and relates with LWF auditors in Geneva and country programs, Sage systems providers, donors particularly the Related Organisations and other partners during travels to LWF field programs

Main duties

As part of the overall task of performing quality controls through financial monitoring and reviews, key tasks include:

Financial reviews and controls

• Performs detailed review and analysis of Country program financial reports and provides feedback on observations and corrective actions to the Country programs
• Provides on-going support to Country programs to ensure that all financial records and backup documentation are properly filed and that all financial transactions have proper documentation

Reporting and audits

• Ensures that Country programs provide the required monthly financial reports within the timelines prescribed in the Finance manual
• Carries out quality checks on the audit statements from the assigned Country programs in order to ensure compliance with the LWF finance manual and audit instructions
• Liaises directly with the Country programs’ auditors when critical situations arise and require a high level of expertise
• Works closely with the RPC to monitor the implementation of the audit recommendations arising from annual and project audits
• Supports the finance managers in ensuring that the required financial reports are sent in a timely manner to Geneva and to the funding agencies in line with the finance manual and the individual funding Agreements.

Planning and budgeting

• Supports the Finance managers and the RPCs to collate and analyze Country program operational and donor budgets, paying particular attention to the accuracy, completeness and funding gaps
• Works closely with the RPCs in the assigned Country programs through regular meetings, technical presentation of financial issues from assigned Country programs, visibility in the operations/finance meetings and playing a higher role as the key finance professional for the assigned countries.
• Follows up and consolidates the annual budgets from the assigned Country programs during the times of preparing the master budget, PBO, AFR and other project budgets
• Provide technical advice to the country programs on the financial management of cross-country and multi-year projects, consortia and development bonds.

Systems improvement and capacity support

• Provides input in developing financial systems, tools, templates, procedures and processes that are aimed at ensuring that LWF World Service meets its objective of having a robust financial management
• Provides capacity assistance to Finance managers to understand and comply with LWF World Service financial regulations and other regulations donor policies and procedures including awards and contracts
• Provides on-going training of the Finance managers on technical accounting aspects with the goal of establishing high performing and sustainable finance teams
• Regularly travels to the field programs (2-3 times a year) to carry out spot-check audits in order to assess Country program compliance with the donor rules as well as WS policies and procedures

Financial management support at the HQ office in Geneva

• Provides technical support to the LWF World Service office in Geneva
• Provides technical input during the consolidation of financial reports into the quartely reports, annual audit report and other project audits carried out in Geneva
• Works closely with the Sage coordinator to ensure monthly data dump from the assigned Country programs and quarterly consolidation of the Sage data
• Supports other units in World Service in times of specific processes such as systems discussions, investigations, special reports to donors and unforeseen requests for financial information
• Liaises with the Finance support officer regarding fund requests from assigned country programs and to be a backup support during limited times of absence

Staff Development

• Provides orientation and oversees content work of Finance Managers in assigned countries focusing on the technical finance and accounting aspects of their role with the goal of helping them to establish a strong internal control environment that meets the requirements of LWF World Service and its donors.
• Provides functional supervision of the Finance Managers in the assigned Country programs (including the recruitment process, work plan review, technical performance feedback, guidance, and technical support)
• Develops templates and quick reference guides where necessary, and conduct and/ or coordinates tailored training for finance staff
• Provides direct support in relation to Finance Manager’s training needs, support finance staff in the country programs or during transitions in the programs

Special duties

As may be assigned by the supervisor

Major Challenges

Collaboration with other teams and working groups in adapting systems and actively using and interacting with the accounting software/system used by LWF.

Ensures that the utilization of the funds entrusted with LWF World Service are correctly accounted for and satisfactorily reported to the internal management structure and to the funding partners.

LWF programmatic experience and knowledge of finance in World Service country programs are key assets