Senior Finance Officer (Rolling Based) Full Time

Job details

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

To bring excellence as finance partner for Oxfam Tigray Field office with provision of value-adding support to all stakeholders. To ensure strong stewardship role in resources management; support in the achievement of program effectiveness; deliver efficient, cost effective and quality operations, and technical/professional advice and expertise to develop and implement Oxfam’s strategic roles.

JOB PURPOSE: 

SENIOR FINANCE OFFICER is responsible for management of financial resources and implementation of financial strategies, policies and procedures at Tigray Field office level. To generate quality information and reports and perform analyses to support and guide programme decisions. To ensure financial systems run properly and in compliance with Oxfam policies, procedures and standards. To support and assist program manager with project financial management including budget development, cash forecasts, provision and interpretation of monthly budget versus actual comparison reports, financial analysis, preparation of internal and external financial reports, and facilitation of internal and external audit processes including audit closures.

Matrix management: Head of finance and systems

Technical

Processing and Accounting for Financial Transactions

• Ensures that all disbursements are prepared based on approved payment request, sufficiently supported, approved by designated official and charged to a valid budget, donor source and project.
• Reviews payment requests and related supporting documents and instructs appropriate staff to process disbursements.
• Verifies validity, accuracy, completeness, and correct accounting treatment of all disbursement functions, including petty cash payments, check payments, floats or advances and other receivables settlements.
• Checks that approvals for financial transaction are as per the authorization limit defined by the Country Office.
• Supervises data entry functions, reviews and uploads cashbooks and journals for posting timely.
• Ensures safe custody of financial documents, vouchers and checks.
• Perform month-end procedures in accordance with guidelines and set deadlines; submit month-end checklists and accompanying reports to the country office.
• Perform allocation of salaries and overheads to active and appropriate projects and contracts at month-end with adequate audit trail.
• Ensure financial controls, processes and procedures are in place for the project.
• Support program managers in country teams with project narratives in relation to expenditure and financial risks.
• Ensure that project cash flows are managed in a timely and accurate manner.
• Prepare timely and accurate financial reports as required by the program manager and country office team.
• Inform the program Manager of material issues and variances and propose and monitor actions.
• Act as first point of contact for project finance issues for all internal and external stakeholders.
• Provide information and ongoing training to project staff to ensure the financial success of the project.
• Ensure financial transactions are reviewed and validated before entered into PeopleSoft.
• Play a leading role in the closing of month and year-end financial reports.
• Review monthly financial reports to ensure the correctness of information before closing the accounts
• Review for accuracy all financial reports generated from system.
• Review and advice on the allowability and reasonableness of costs charged to projects in consultation with budget holders to prevent disallowances and questioned costs.
• Prepare monthly payrolls, transfer to employees’ accounts and settlement of withheld amounts of taxes to respective offices.

Account Analysis and Ledger Reconciliations

• Assists in account analysis and general ledger reconciliations for balance sheet items against PeopleSoft.
• Provides support as required for monthly and year-end closing process.
• Conducts cash and inventory regular and surprise counts.
• Reconciles Fixed Asset records between finance records and logistics registers.
• Prepares the necessary schedules for the year-end closing.
• Analyse ageing reports of receivables and payables, identify causes for long outstanding items and suggests appropriate actions.
• Conduct review of accounts to ensure data quality and proper description of transactions per the accounting structure and chart of accounts.

Financial Management:

• Prepare monthly financial plan and closely follow up utilization of agreed budget.
• Ensure effective financial management, asset management and financial accountability in relation to all projects under the field office.
• Responsible for financial management (including banking and cash flow) across the programme, ensuring the application of Oxfam’s financial policies and procedures, in collaboration with and under the guidance of the Country Finance team based in Addis Ababa.
• Make sure effective interface with HR and Logistics on various elements of financial systems and processes.
• Ensure the preparation of high-quality financial reports, review/monitor financial performance against budget, provide analysis/commentary on these as required by the Organization.
• Ensure effective, timely and accurate functioning and monitoring of the complete People Soft financial systems (GL), including maintain the completeness and integrity of data within the system, generating necessary reports and authorizing monthly data compilation in the system.
• Liaise with the bankers and other government departments on financial issues as required.
• Lead on assessment of finance functions in partners and recommend improvement plans.
• Overall responsibility of monthly financial review of the field office.

Cash and Bank management

• Ensure monthly bank reconciliation is performed for all bank accounts and approved bank reconciliation forms are submitted to Country Office finance
• Ensure monthly cash forecast is prepared and submitted to Country Office finance on time
• Ensure that optimal field office liquidity is maintained, and timely top up requests is made based on approved cash forecast and sufficient cash balance maintained for the Field Office operation. Excessive cash should not be held to avoid undesirable risk including exposure to currency devaluation.
• Perform critical analysis of bank statements and bank reconciliation reports to ensure the accuracy and reasonableness of all bank charges.

Budgeting and Budget Management.

• In collaboration with the Program/project staff, ensures that project budgets are administered in accordance with the terms and conditions of the agreement and donor policies.
• Makes a follow-up on budget utilization and project expenditure.
• Ensures that program  managers receive monthly budget versus actual (BVA) comparison report and assists in replying to any queries arising from the report.
• Ensure that CRIMSON value of contracts is reconciled against OPALISED amounts
• Generate and review the Program Funding Report monthly and make appropriate adjustments as required
• Ensures that expenses are booked only against a valid budget.
• To be responsible for the compilation of the annual budget and support programme/finance staff with programme related budget submissions.

Facilitating Audits and Project Closure

• Prepares financial information and facilitates internal, donor, or government audits
• Provides explanation on queries raised by auditors, assists in audit management response and implementation of internal and external audit recommendation.
• Responds to Country Office queries in a timely manner.
• In coordination with the Country Office team takes lead in developing action plan and corrective actions to implement audit recommendations related to project finance
• Ensures that all financial progress and final reports are prepared accurately and disseminated to donors in a timely fashion, in compliance with grant award provisions and guidelines.
• Coordinates grant closure activities with the respective program  manager, funding coordinator and grant accountant and ensures that expired contracts are closed in time.

Reporting and Compliance

• Ensures that month end financial reports and schedules are accurate and are submitted to Country Office on or before the due date.
• Prepares aging report for all receivable accounts using the standard aging report format and submit to Country Office on monthly basis. Ensure that the aging report is included in the month-end close submissions.
• Reviews Country Office finance monthly feedback and address all issues before the close of the subsequent month.
• Ensures that program Manager and field office management receive monthly BVAs within three days after month end close and provide timely response to any queries arising from the report.
• Coordinate with Logistics department that periodic fixed assets inventory reports are reconciled with PeopleSoft balances
• Provide financial information to relevant Programme staff for, and assist these staff in monitoring, auditing and reporting purposes.
• Ensure transaction listings and supporting documents are maintained for donor reporting and audit.
• Prepares regular financial reports to Field office, Country Office and Donors.
• Develop expertise on the rules and regulations of various donors and provides guidance in the area of donor compliance.
• In coordination with other finance staff, assist the SMT in ensuring that Oxfam office complies with the terms of its legal status locally, other legislation, and with Oxfam’s requirements, especially in project finance issues in the field.
• Implement agreed financial procedures and systems. This includes communicating the procedures to all relevant staff.
• Ensure that OI Internal Control Systems are compliant to set procedures.

Representation

• Maintains an organizational relationship with banking management, Auditors, Insurers, Tax offices and Partners.
• Participates in senior management team meetings, cross departmental and other internal and external meetings as needed.
• Be the point person for all finance inquiries and communicate with SMT and BHs on financial issues relating to reporting.

Internal Control and Risk Management

• To be responsible for the implementation of Oxfam’s relevant organisational standards (Fraud & Loss prevention) compliance with legal obligations
• Provide ongoing financial risk analysis and recommendations of risk management strategies.
• Ensure compliance with all statutory requirements
• Ensure internal control procedures exist and are followed
• Propose on effective working modality which support good internal control
• Develop a comprehensive knowledge of programmes and management processes in the office
• Support and guide the programme Management Team in financial management linked to programme work
• Participate and contribute   to strategic planning processes, ensuring financial management and risk implications are considered in all processes
• Lead on and support programme in assessments and building financial management capacity of partners
• Ensure that effective systems are put in place, and regularly reviewed, to allow adequate financial management and control
• Ensures maintenance of appropriate internal controls and financial procedures on Petty cash payments and floats

People Management 

• Involve in the preparation of role profiles for NEP finance staff
• Responsible for the effective performance management of finance staff reporting to the position, ensuring assessment, development and performance management against objectives and organisationally agreed competences
• Accountable for implementing Oxfam’s people management policies, procedures and standards
• Manage and supervise the staff directly reporting to the position and ensure that any training needs are identified and met
• Support a climate of continuous professional improvement in finance
• Uphold principles of Oxfam’s gender and diversity principles in the workplace.
• Assists HR staff with the recruitment of finance staff by conducting interviews and providing assessment on candidates’ technical abilities.
• Coaches, mentors and appraises subordinates in accordance with Oxfam GB Performance Management System.
• Create staff development opportunities for finance staff by extending their engagement beyond the job descriptions
• Provide relevant orientation for staff, both at start of contract and ongoing, to ensure their understanding and compliance with Oxfam GB policies, organizational strategies, and job expectations.
• Ensure staffs have equal and relevant opportunities for professional and career development.
• Closely work with Country Office finance team
• Perform other duties as assigned by the supervisor within the scope of general responsibilities.
• Manage finance team at Mekelle directly and matrix manage finance assistants at sub-offices