This position has the responsibility to ensure that programmes and their partners follow proper financial policies, procedures and systems to enable reporting and effective utilization of funds. In addition, the Senior Finance Officer focuses on the management of the audit requirements for partners. This includes the development and implementation of systems to ensure the proper monitoring of the funds and grants to partners.. The incumbent will have responsibility to prepare and monitors budget for partners. The senior finance officer will also be an essential part of the month end process and will focus on working with the teams to ensure that all of the deliverables are met in an accurate and timely manner.
Main duties & Responsibilities:
The Senior Finance Officer will work under the supervision of Finance Manager - Donor Budgeting and Reports and carrying out the following tasks:
Budgeting
Prepare donor proposals budgets as per the donor and Concern guidelines and templates
Participate in Concern annual budget and budget revisions
Assist partners in preparing and submission of new budgets and or revisions
Work closing with Concern program and partners to review expenditure trends and advise if extension are required
Regularly update the grant portfolio trackers.
Ensure
Ensure the donors, partners’ agreement documents, Budgets, reports, modifications and correspondences are properly filed.
Ensure the grant files match with GMS files and records. Work with grants team
Partner Selection and Assessment
Carry out initial financial management assessment of new partners and annual review of existing partners.
Participate in the conduction of the Concern Integrated Local Partner Assessment Tool -CILPAT
Ensure identified financial capacity gaps of partner organizations are addressed
Participate in prospective partnership proposal review that will include review of the proposed budget and provide comments as necessary.
Liaise with the Programme teams to prepare financial partnership agreements and amendments and make sure Concern worldwide and the Partners’ responsibilities are clarified in the terms and conditions.
Monitoring and Reporting
Review and discuss budget utilization with partners on a quarterly basis and at the year end
Conduct quarterly field visit to each partner and develop feedback report
Follow up the implementation of agreed recommendations during monitoring visits
Review management accounts on a monthly basis and advise programme managers on budget utilization trends
Prepare partners expenditure journal for Concern Finance department
Prepare the partners account reconciliation per month
On quarterly basis compile all transfers and expenditures and develop schedule for financial closing
Follow up on implementation of recommendations highlighted in Audit reports and subsequent action plans
Follow up on implementation of Financial Capacity Assessment Plans
Prepare Partner documents for Audit purposes
Review partners’ advance payment requests and expenditure reports to ensure timely and accurate liquidation of partners’ grants
Facilitate audit or review works request by concern audit team or RA as it relates to partners
Accounting and Financial Management
Assist the Finance Department with the month end processes
Produce journals and adjustments each month relating to programme costs and other areas of responsibility.
Participate in reviewing the cash books of the field offices which will be assigned by the managers in order to meet reporting deadlines.
Prepare donor reports in line with donor requirements
Carry out monthly/quarterly reconciliations of partner advances, donor fund balances and any other assigned balance sheet items.
Team Management & Capacity Building:
Identify training needs of partners and programme staff from visit assessments and audit reports.
Organize and conduct financial trainings to partners and programme staff to ensure transparency, compliance and accountability in the financial procedures
Build the capacity of finance staff supervised to ensure good standards of financial management is maintained.
Provide finance orientation to budget-holders, to assist them in enforcing financial controls, donor compliance and assisting them in making informed decisions based on financial reports.
Liaise with the Finance Team in organizing necessary trainings/ workshops to Partner team such as on organizational procedures, donor rules and CSA proclamation and directives.
Other Duties:
Adhere to the standards of conduct outlined in the Program Participant Protection Policy and Concern Code of Conduct.
Undertake any other duties as may reasonably be assigned by the Finance Manager Donor budgeting and Reports or CFC.
Work closely with the Senior Compliance Officer during donor, internal and external annual audits. Ensure adequate preparation and participation, with his/her team, during these audits.
Gender Equity
Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with dignity and respect
Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities
Accountability
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.
Emergency response
Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
Safeguarding
Able to seek appropriate advice and report concerns, and feel confident that they have been understood.
Understands local safeguarding structures and arrangements.
Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.
Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.
Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.
Job Requirements
Personal specification
Essential:
BA Degree in accounting, finance or related field of studies with minimum of five years or five years relevant finance experience.
Knowledge of Concern’s major donors’ rules and regulations such as USAID, EU/ECHO, Irish Aid, and DFID.
Good communication skills.
More than 5 years of experience in related role with INGO.
Computer literate with a comprehensive knowledge of MS Excel.
Fluency in English.
Ability to work under pressure to meet tight deadlines.
Honesty and Integrity.
Cross cultural awareness and sensitivity.
Special Skills, Aptitude or Personality Requirements:
Essential:
Strong management skills and ability to motivate others.
Skills in time management and prioritizing.
Able to travel to project areas, partners’ offices in Addis Ababa and regions.
Self-motivated and work with less supervision
Report writing
Competencies:
What we offer
A competitive salary and benefit package
Excellent medical benefits (100% cover including dependents)
20 days annual leave
26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave
How to Apply
Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:
Interested applicants should apply through THIS LINK
Only short listed candidates will be contacted
Safeguarding at Concern: Code of Conduct and its Associated Policies
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.
Women and people with disabilities are particularly encouraged to apply
