Organization Profile and Background
Welthungerhilfe/German Agro Action is an international NGO with Head-Quarter in Bonn and working in Africa, Asia, and Latin America. Welthungerhilfe/GAA is fighting to help free the world of hunger and poverty. This vision is the basis of our organization’s character and activities. Welthungerhilfe/GAA secure funds from private donations and international funding organizations, for example, EC, USAID, UN-OCHA, ECHO, and German Government. We work in the sectors of Rural Development, WASH, Natural Resource Management and Social Development. Welthungerhilfe/GAA Ethiopia follows partnership approach for project planning, implementation, and administration with Ethiopia Partner-NGOs and in exceptional cases WHH/GAA implements projects by itself.
What We Offer
- A multicultural work environment where differences are accommodated
- A continuous learning culture
- Innovative and creative work practices
- Flexible work arrangements
- Attractive salary and benefit packages
- Our principle: "Help the poor to help themselves”
Job Description
I. Job Details:
1. Group/Regional Desk Regional Group Eastern and Southern Africa
2. Job Title Senior Finance Officer (SG-7)
3. Abbreviation of Job title SFO
4. Country Ethiopia
5. Immediate supervisor Head of Finance
6. Subordinate Positions NA
II. Objectives, duties, area of responsibility
1. Objectives of the position
The aim of the job is to implement predetermined financial management standards in the country office for all programmes and projects efficiently and promptly, thereby making a significant contribution towards the success of the program work. He/She checks the financial statements and the financial documentation with regard to their compliance to the rules and regulations of WHH and its co-financing donors, to the national legislation and to the international accepted accounting standards. The aim is to keep administrative and financial risks of WHH to a minimum and to guarantee best professional standards.
2. Duties and area of responsibilities
Management of WHH financial activities
· Participates in budget preparation of new programs projects in line with the donor and WHHs rules and regulations.
· Control the monthly financial reports of the assigned projects and/or programmes and all documents checking (vouchers, procurement, contracts, etc...), procedures documentation (observation of procurement rules (RAC), in view of donor requirements, of WHH rules and of national regulations, procedures and generally accepted accounting standards.
· Give feed-back to Head of Finance , Regional Representative about the finalisation of the control process and gives the status of acceptance of the report submitted.
· Follow-up that the financial management and ensures that the required corrections and adjustments to comply with the required rules and regulations in an acceptable time frame.
· Monthly coordination with program staffs about budget utilization and action plan ( to follow on timely procurement, trainings and recruitments).
· Check all spending as per budget lines and inform the Head of Finance about risks of overspendings and low spending. The general aim is to pro-actively minimize risk of frequent budget.
· Jointly prepare budget revisions with program advisors and partners.
· Follow- up of reporting deadlines and make sure that the reporting is done timeliness and in line with the partnership agreement.
· Make the monthly checked and approved budget control sheets (Cost Control and/or Excel-sheets in pdf-format) available to the Partner Organization, Programme Officers, Project Advisors, Country/Regional Representative and Head of Finance.
· Check (and finalizes) interim and final financial reports for submission to donors.
· Check fund requests for project cash flow: requests coming from the project management and requests to be sent (and eventually to be prepared) to the donor for pre-financing or final payment.
· Preparing the funds cash flow table
· Follow-up fund requests with the head office (HO):
- The timely physical payments/transfers to project accounts in line with WHH requirements and deadlines
- Preparation and timely submission of requests to the donor for pre-financing instalments and final payments.
· Make sure that all hard copies of monthly financial reports (winpaccs accounting / FundsPro report and cost control reports, partners budget control and other related documents) are sent to head office (soft and hard copies).
· Depending on donors requirements, prepare monthly authenticated vouchers to be sent to head office for donor’s audit.
· Initiate and communicate audit plan to partners and accompany the audits. Check and follow-up audit statements and findings: inform the project management and Country Office about action to be taken to minimize risks and take necessary actions.
· Make sure that all financial documents and reports are available in the Country Office to meet the auditing, donors, national law and WHH requirements. Ensures that the filing, archiving of the financial documentation is transparent, logic and chronological.
· Check and eventually finalise the FAC-sheets (Food Aid Convention) of the projects and forwards the sheets timely to the head quarter.
· Monitoring the spending deadlines of the budget.
· Prepare annual closure documents for HO.
· Create good communication channel with donors and partners.
· Setup Winpaccs/FundsPro Cost Control in line with donor’s requirements to generate monthly Budget Control sheets.
· Prepare (consolidate) interim and final project reports to be submitted to donors.
· Keep herself/himself actively informed about rules and regulations of donors and WHH and upcoming changes and modifications
· Secure digital data of each report on office 365 and cloud server.
· Coordinate with Welthungerhilfe’s Ethiopia logistics for timely country office’s procurement from each project
· Preparation of the refinancing/reallocation documents (Winpaccs / FundsPro Cost Control printouts, cost calculation and self- prepared vouchers) of the Country Office employees and the running cost of the Country Office.
Partner capacity building
· Conduct trainings to partner organizations on WHH & donors rules and regulations.
· Participates & contribute in project launching workshops, mid- term evaluations and final evaluations.
· Participates in partners purchases amounting from a value of above EUR 5,000.00.
· Assist partners in bid launching and preparation of analysis.
· Make sure that all handing over documents of project assets are available and filed in the Regional Office. Follows-up the inventory status of the project and staff terminal payments.
· Advice partners on upcoming audit mission; accompanying the audit process; follow up the feedbacks of auditor’s findings and recommendations.
· Control the accounting and finance documents and procedures of the project in field and partner office visits.
· Control the project cash management during field trips and office visits.
· Preparing the budget amendments in close cooperation with the partners and WHH program staff.
· Compile the financial report produced by partner in Winpaccs Accounting / FundsPro.
General
· Carry out any other relevant duties assigned.
Job Requirements
III. Job requirements
1. Knowledge and Qualifications
Professional/ formal qualification
1.1. Master’s Degree or ACCA in Accounting , five years’ experience in International NGO, or BA in Accounting, seven years’ experience in International NGO.
1.2. Familiar with EU,USAID, BMZ, UN Agencies financial administration
1.3. Advanced knowledge of English
Computer skill: Microsoft Office, Outlook, Word and Excel and accounting software
2. Social skills
2.1. Good communication skills with colleagues, partners and stakeholders.
2.2. Intercultural competence; able to work in a multi- disciplinary and diverse team
2.3. Good interpersonal skills and motivated and willing to take initiatives (determination).
3. Leadership skills
- No supervisory or people management responsibility
4. Responsibility
- Able to carry out his/her duties and responsibilities with minimal level of supervision.
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