Finance Manager

SUMMARY

The Finance Manager supports the Conservation International office in Singapore and Singapore Hub, in their efforts to comply with CI's finance and accounting controls, grant policies and procedures, and local reporting and governance conditions. S/he ensures that sound donor and grant management policies and practices are adopted and implemented.

S/he manages and supports financial reporting to provide management with timely and relevant financial information to make informed decisions. S/he organizes and directs all general accounting activities and maintains the accounting systems required to properly record and report all field financial activities. This includes maintaining and managing appropriate systems, procedures and reports for financial management, and monitoring budget versus expenses as well as preparing financial report to donors. S/he develops budgets and revenue forecasts and supports the development of strategic plans as they impact operation functions. S/he also supports fundraising efforts including developing cost proposals and providing financial reports for program staff and donors. The Finance Manager works with management and HQ to implement audit findings.

This position does not supervise staff, and the incumbent is expected to work independently on routine duties.

KEY RESPONSIBILITIES

Financial Management and Reporting

• Manage routine financial transactions and reporting including review and preparation of expense reports, cashflow requests and preparation of accounts for CIAsia-Pacific and CI Singapore Conservation Trust.
• Process Accounts Payable invoices in accordance with CI policies and procurement thresholds.
• Process payments and reimbursements to all vendors and employees on a timely basis.
• Review and process payment for monthly employee payroll.
• Review staff claims and credit card expense reports and other required reports as assigned.
• Provide secondary review of financial transactions to ensure accuracy, minimize risk, errors and prevent fraud.
• Ensure transactions meet compliance and regulatory needs as it relates to maintenance of charity status and operationalize the needed processes while working closely with the CI-Singapore team.
• Record all financial transactions into accounting system and ensure monthly closing deadline is met.
• Reconcile bank account and all asset and liability accounts including preparation of monthly schedules and uploading into shared drive.
• Manage timely and accurate recording of accounting transactions. Ensure compliance with CI policies and procedures and local reporting requirements.
• Record incoming funds, manage budgeting, reporting, and financial compliance with grants and donor agreements.
• Circulate incoming grant or donation notification to relevant teams in CI and issue donation receipts.
• Prepares annual management accounts in accordance with Singapore financial standards.
• Oversees internal and external audit process. Liaises with internal and external auditors, providing all necessary information and ensuring that all audit findings and observations are addressed.
• Ensure completion of external audit in a timely manner.
• Ensure transactions meet compliance and regulatory needs as it relates to maintenance of Charity status and operationalize those working closely with Singapore team.
• Coordinate preparation of annual report, audited financial statements and submissions on Charity Portal for CIAP and CISCT.
• Prepare and present financial reports to Board when required.
• Coordinate with corporate secretary on necessary documentation to be prepared for Board adoption of financial statements, and to ensure general fiscal compliance with Singapore charity regulations.

Budget Management

• Assist Senior Operations Manager and program leads on annual budgeting process. Support the preparation of project budgets in both CI budget template and donor template, as required.
• Manage program budgets where needed and ensure timely and accurate financial reporting. Work with program management to identify and implement follow-up actions when necessary.
• Prepare financial status report for regional and Singapore teams.
• Prepare monthly program expense reports for regional and Singapore teams.

Business Operations

• Train and support staff in completing expense reports and tracking of timesheets.
• Quarterly preparation of fringe benefits analysis report.
• Manage efforts to improve program efficiencies, effectiveness, and alignment. Recommend changes in business processes and structure as needed and implement internal control processes.
• Support program and system roll-outs.

ADDITIONAL RESPONSIBILITIES

• Stay updated on trends and policies related to charity governance, financial and accounting standards, and employment guidelines in Singapore.
• Perform related duties as assigned by supervisor.

PEOPLE AND RESOURCE MANAGEMENTRESPONSIBILITIES

• This position does not have direct supervisory authority.
• Serves as a subject matter expert on financial management in the context of Singapore's charity regulations.
• Accountable for managing public or private funds important to achieving CI's mission in Singapore and globally.

QUALIFICATIONS

• Academic background in Finance and/or Business Administration or 5+ years experience.
• 5 - 8 years related experience in the management of operations (finance, human resources, grants resources and donor management) functions, preferably for an international NGO.
• Experience in managing the Singapore and IPC statutory reporting compliance and maintaining financial books according to the locally recognized accounting principle.
• Experience with diverse funding environments, Ulti-laterals, and large foundations.
• Proven financial management skills and experience in budget preparation and management.
• Strong analytical skills, with good attention to detail.
• Strong communication and presentation skillsincluding the ability to effectively convey complex details or technical information.
• Effective communication skills, including being able to connect and communicate effectively across cultures.
• Highly familiar with etiquette, protocol, andemploying cultural awareness and sensitivity.
• Proven team player.
• Fluent spoken and written English.
• Demonstrated ability to handle confidential and sensitive issues and information.
• Highly organized and able to manage multiple priorities simultaneously in a dynamic environment.
• Proficient in management of Information Technology and digital platforms.
• High-level skills in the use of standard accountancy software, and tools such as MS Excel and pivot tables.

ADDITIONAL QUALIFICATIONS

• Good working knowledge of various tax regulations in Singapore.
• Familiarity with the requirements for successfully managing a non-profit organization under Singapore law including good understanding of Institution of a Public Character (IPC) requirements.
• Experience in management of operations for an international NGO preferred.

WORKING CONDITIONS

• Typical office environment.
• No travel expected.
• Abilityto work extended hours to meet deadlines.