Desilorme JACQUES SIMON

Under the supervision of the team leader based in Port-au-Prince and in liaison with the Expertise France project manager in Paris (France), is mobilized to draw up the program's budgetary, administrative and accounting framework, together with the procedures needed to ensure that the project team and the implementing operators take ownership of this framework.
- Ensure overall coordination of components 1 and 2;
- Ensure the financial and accounting management of components 1 and 2;
- Support the implementation, monitoring and evaluation of activities under components 1 and 2;
- Strengthen the capacities of implementing operators in (i) operational areas linked to project steering and management, and (ii) technical areas linked to the professional development of teachers and educational supervisors.

Main tasks:

- Set up the relationship framework with the partner bank and the wage portage ;

- Framing of financial and budgetary management for the 2nd phase of the project ;

- Project accounting management ;

- Administrative management of the project ;

- Support for the project team;

- Support for project implementation operators ;

- Planify and organize audit process;

Deliverables:

- Action plans, budgets and action descriptions of the three (3) partners submitted for the 2nd phase of the project ;

- Grant contract files for the three (3) partners prepared for signature;

- Elaboration of a first version of a document proposing practical sheets with recommendations for :

a) payment procedures and expenditure monitoring;

b) eligible expenses

c) best practices for recording and archiving supporting documents;

d) implementation of accounting document controls for project team and partners expenditures.

- Report on the inter-project period: mini audit of the inter-project phase, including assessment, recommendations for project and grant follow-up;

- Annual budgeted work plan, Year 1 and multi-year for the 2nd phase of the project;

- Forecast Report (RPP) August-September 2023 ;

- Approved financial reports Inter-Project Phase for the three (3) parteners;

- Updating of the Program Procedures Manual, with a version adapted to the three (3) parteners;

- Procurement plan, in collaboration with the mobilized expert;

Responsible for the financial processes and financial management of Lawyers Without Borders projects in Haiti. Participates in the development and respect of procedures to meet the requirements of the donor and Lawyers Without Borders contribution agreement. Reports directly to the Country Director of Lawyers Without Borders based in Haiti and works in close collaboration with Lawyers Without Borders' financial services, based at Canada.

- Ensure efficient accounting management and quality of financial informations ;

- Verify and supervise the process of recording informations in the system ;

- Provides guidance and supervision to the local accounting team ;

- Manage all the audits process;

- Responsible for verifying payroll processing and the application of fringe benefits ;

- Supervises the verification process for financial reports.

- Supports partners in the financial management of the partnership contract ;

Deliverables :

- Plan and hold the exit conference related to the non-federal financial audit BEST-Project USAID;

- Review of the final audit report, exchange with the audit firm and submission of information for the final audit report;

- Preparation Schedule of Expenditures USAID Awards for $4 million, included the Cost Share;

- Implementation of the audit recommendations;

- Review the revised audit report and submit to HQ for approval;

- Draft revised budget, anticipated budget balance for the BEST project which considers the $4 million obligated amount, included the Cost Share and submit to HQ for approval;

- Draft revised budgets LUMOS and USAID with running costs for October and November 2022 and submit to HQ for approval;

- Exchange with USAID and follow-up on Modification P007 of the BEST project;

- Identify and tag with recipient’s name assets to be donated;

- Classification of all financial documents for shipment;

- Preparation ID card for outside and the content of boxes;

- Preparation of all finance boxes;

- Identification and compiling of operations documents (HR, Finance, Legal, Procurement) to be destroyed;

- Prepare October cash forecast and submit to HQ for approval;

- Reconcile cash advances, set up files, and liquidations for September, October and November;

- Preparation of taxes information for all the employees for their income tax statement;

- Drafting and submission to HQ of the final financial report of the BEST (S-425 and foreign tax report (VAT);

- Deposit petty cash balance at Lumos bank account;

- Preparation and classification of timesheet of the remaining staff;

- Drafting and submission of the final financial DI report for September, October and November;

- Draft and deliver to SOGEBANK and UNIBANK the notification letters to close the bank accounts;

- Follow-up on bank account closure;

- Preparation and closure of accounting journals for September, October and November and bank reconciliations / submission for validation;

- Set all liquidation advance files;

Provide proactive, timely and relevant financial service to technical and operational teams in Haiti, while maintaining proper accounting records. Ensure full compliance with local laws and Lumos and donor policies and procedures. Management and financial accounting reports are provided to regional and headquarters staff as scheduled in the reporting schedule and to be part of the country team leadership team. Be the focal point for internal and external audit. Supervise all Haiti finance Team.

The Senior Finance Manager will also support the Chief of Party (COP), in grant an Operations management. He will support the coordination of field operations, human resources, provide management support to international and local partners, and ensure that operational and financial activities comply with USAID, Lumos as well as international standards, and other potential donors.

Deliverables

- Draft fund request (Forecast) for the months of October 2021.

- Submission emails supporting the accounting closing and reconciliation of accounts on the system.

- Draft fund request (Forecast) for the months of November 2021.

- Reimbursement request to USAID for the quarter to September 2021.

- Submission emails supporting the simulated accounting closing and reconciliation of accounts on the system.

- Draft BEST and DI financial reports for the month of September 2021.

- Submission emails supporting the verified financial reports of CRS, IAWJ and SCI for the month of September 2021.

- Inputs in budget preparation.

- Email submission of documents to the audit firm and inputs to the audit draft report.

- Provide proactive, timely and relevant financial service to technical and operational teams in Haiti, while maintaining proper accounting records.

- Ensure compliance with local laws and Lumos and donor policies and procedures.

- Financial reports, VAT reports, Accruals reports are provided to regional and HQ staff and the donor as indicated in the reporting schedule.

- Budgets are prepared and amended on time, as well as budget monitoring.

- Budget follow-up meetings are held with project managers and our consortium partners monthly.

- Monthly fund requests are prepared and submitted to headquarters on time.

- The monthly closing of the accounts is done in the Sun System monthly.

- Supervise the Finance Assistant.

- Ensure that a strong internal control environment is maintained and take steps to

- address any perceived weaknesses.

- Liaise with Lumos partners and subrecipients on all project funding matters and ensure that all financial documentation is complete and submitted on time.

- Organize training for staff and non-financial associates.

- Assist the Grants Manager as needed on all Haiti grants.

- Prepare payroll and arrange monthly salary payments.

- Participate in the development and implementation of the national HR policy in Haiti, apply and innovate quality and efficient HR practices, develop better working conditions adapted to the context and monitor program activity to anticipate needs future in HR.

- Manage all financial aspect of projects.

- Build the capacities of staff, including the partners,

- Regularly monitor and evaluate the project budget.

- Prepare the financial reports of the project according to the template shared by the HQ Office.

- Provide support to the institutional assessment of project partners.

- Follow up on recommendations from project meetings, workshops and technical visits.

- Prepare the cash forecast, periodic reports and submit them to the Project Manager and Coordination on time.

- Prepare the Share Cost table and enter it into the system on a monthly basis.

- Perform the annual budget review on time and follow up on recommendations.

- Ensure adherence to donor compliance standards.

- Prepare the annual budget by working closely with the Project Manager.

- Prepare cost details for all activities.

- Track project expenses to ensure they are within approved budget.

- Issue checks and enter all expenses and advances into the SAP accounting system.

- Train Plan International Haiti staff and partners on donor requirements.

- Follow up with staff to ensure Timesheets are completed each month.

- Regularly review operations at both the Plan level and the Partner level to ensure that all supporting documents are in place.

- Work with the Project Manager to explain budget variances and prepare quarterly forecasts.

- Prepare budget review documents and submit them to the Canadian National Office for approval when required.

- Work in collaboration with the Administration to ensure control and monitoring of project assets.

- Participate in Canada National Office monitoring visits and ensure all documents are available for review.

- Supervise the audit of the lessor.

- Assist budget holders in the management of budgets (revisions, amendments, ensure correct allocation according to approved budget lines).

- Assist budget managers (Budget Holder) in the preparation of monthly cash forecasts.

- Participate in BvA meetings (Budget versus Actual).

- Participate in Kick Off meetings for new projects and follow up on action points.

- Review the disbursement sheets for the "Field Office Director" approval, while ensuring that the documentation is correct and complete, that the budget codes are correct and that there is budget availability for these expenses and notify the budget manager if applicable.

- Ensure that the office's cash and bank account management is done properly while preparing bank reconciliations, cash counts and following up with the bank if necessary.

- Prepare monthly office allowances (such as gas expense allowance).

- Reconcile accounts payable and accounts receivable on a monthly basis.

- Prepare journal entries for project reporting adjustments and ensure they are posted to the accounting system on time.

- Ensure that all project expenses are posted in the Agresso System prior to project closure.

- Ensure that partners' financial reports are correct and complete before they are approved and recorded in the accounting system.

- Visit partners on a regular basis and participate in their capacity building.

- Assist the P.au. P office during internal and external project audits.

- Assist in training for partners and help build their capacity.

- Assist in training budget managers regarding budget management and SCI budget codes.

- Assist training of budget managers (Budget Holder) regarding budget management and SCI budget codes.

- Provide assistance in orienting SCI staff regarding financial procedures and cost classification according to SCI.

- Perform any other related tasks requested by his supervisor.

- Contribute to the budget management of the ACF Haiti mission,

- Participate in cash management process,

- Manage the accounting of safe and bank journals,

- Check and validate the accounts,

- Financial pre-validation of expenses and verification of purchasing procedures,

- Participate in the preparation of financial reports,

- Act as interim Finance Manager during his absence,

- Import / Export in SAGA the accounting journals (Lettering, clocking, provisional and final closing, reception of the final entries and mission parameters, etc.)

- Checking and pre-validation of the accounting of cash journals.

- Financial pre-validation of expenses and verification of purchasing procedures.

- Updating of budgets (BFU), and financing plans, (export of accounting journals in SAGA software, pivot table etc…).

- Participation in the management of the cash flow of the base and in the development of the monthly cash flow forecast.

- Closing of the accounts.

- Financial training of the support and program team.

- Establish summary tables and payment for the various taxes and social charges such as: DGI, ONA, OFATMA.

- Check the payrolls and pay salaries.

- Management of the accounting of bank and safe journals.

- Verification and pre-validation of cash journal accounting.

- Financial pre-validation of expenses and verification of purchasing procedures.

- Participation in the cash management of the base and the development of the monthly cash flow forecast.

- Closing of accounting.

- Team training and coaching.

- Act as interim accountant during his absence.

- Coordinate fully compliant procurement systems and operational procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with ACF procurement principles, standards and policies, donor regulations and local statutory requirements.

- Facilitate in the planning, implementation, controlling, and monitoring aspects related to procurement and logistical needs, including organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading.

- Work in coordination with various departments to develop and maintain a procurement plan with all quantity, quality and delivery requirements for goods and services. Provide price information to assist budget holders in preparing budgets.

- Ensure that the documents submitted to Finance Unit as Purchase Requisition, Purchase Orders, Invoices and supporting documents are perfectly completed, regarding needful signatures.

- Identify local service providers and participate in evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Also, solicit and analyse bids for conformity to specified requirements, conduct supplier appraisals and select suppliers, taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.

- Coordinate the procurement process and perform various activities to help ensure value for money: market research and analysis, cost estimating, requisition documents, facilitating the bidding process, identifying, and sourcing suppliers, evaluation of the quality and availability of goods, negotiation, preparation of contracts/purchase orders and other documents.

- Maintain correspondence and constant contact with suppliers to monitor execution of contractual terms and manage issues as needed. Monitor and report on supplier performance, noting actual and/or potential issues and/or deficiencies and assist in amending contracts or purchase orders.

- Responsible for transparency in the purchasing department by ensuring accurate and up-to-date documentation of all purchasing processes, vendor records, purchasing and inventory database, to aid in control and accountability. Prepare reports and facilitate document retrieval.

- Update purchasing and contract tracking in real time.

- Ensure that the “Goods Receipt Notes” are acknowledged by the applicant when the services/works are rendered, and/or the goods are received.

- Oversee base inventory management

- Supervise inventories

- Supervise and manage the team

- Ensure the management of the vehicle fleet.

- Ensure the good operating conditions of the fleet (vehicles, generators and motor pumps).

- Supervise the use and guarantee the maintenance of the computer base.

- Ensure the supervision of the base equipment park.

- Participate in the management of means of communication (telephone and satellite).

- Ensure the routine maintenance tasks of ACF buildings and the monitoring of construction / rehabilitation.

- Manage the supply of the base (Monitoring of Purchases, PR, negotiated, follow-up of orders).

- Stock Manager (Stock tracking, Stock report, Out of stock requests, Delivery slip, Receipt slip).

- Guarantee the security of buildings & participate actively in the management of base security

- Supervise the driver teams (13 drivers), 20 Guardians, 1 mechanic, a fleet of 13 cars and 18 motorcycles.

- Report and archiving

- Verification of exchanges of food coupons on the DFID project at Action Contre la Faim (ACF).

- Synthesis verification of food coupons on the DFID project at Action Contre la Faim (ACF).

- Manage stocks (Stock tracking, Stock report, Out of stock request, Delivery slip, Receipt slip)

- Ensure the hygiene and cleanliness of the 4 warehouses.

- Manage cargoes and shipments

- Ensure the quality control of foodstuffs entering stock

- Periodic inventory