Finance Coordinator


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Category:
Accounting and Finance
Location:
Gambela 
Career Level:
Managerial Level (Manager, Supervisor, Director)
Employment Type:
Full time
Salary:

Job Description

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.  


Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the  Inter Agency Misconduct Disclosure Scheme .  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Our Work in Ethiopia

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues.                                                                                                       

Job details

DIVISION: Finance

TEAM: Finance and System

LOCATION: Gambella, Ethiopia

CONTRACT TYPE: Fixed Term

GRADE: C 2 National                                                        

JOB FAMILY:  Finance

SALARY: As per the Oxfam benefit package

HOURS: 37.5 per week

FLEXIBLE WORKING

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

TEAM PURPOSE :

To bring excellence as a finance partner for Oxfam Gambella Field office with the 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:

The Finance Coordinator is responsible for the management of financial resources and implementation of financial strategies, policies and procedures at the Gambella 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.

POST HOLDER REPORTS TO

Gambella Refugee Response Manager and matrix manager Finance and Systems Manager

JOBS REPORTING TO THIS POST

Finance Officer, Finance Assistant and IT Officer/Assistant

BUDGET RESPONSIBILITY

No

KEY RESPONSIBILITIES

Technical

Processing and Accounting for Financial Transactions

  • Ensures that all disbursements are prepared based on approved payment requests, sufficiently supported, approved by designated officials 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 the 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 an adequate audit trail.
  • Ensure financial controls, processes and procedures are in place for the project.
  • Support project 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 project manager and country office team.
  • Inform the Project Manager of material issues and variances and propose and monitor actions.
  • Act as the 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 entering into PeopleSoft.
  • Play a leading role in the closing of the 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 the system.
  • Review and advise 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 the 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 a 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.
  • Lead the resource planning (budgeting) processes for the programme and ensure review, consolidation and submission of budget within the timeframe.
  • 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 that all donor financial reporting requirements are complied with and that donor financial reports are accurate and submitted in a timely manner.
  • Ensure effective, timely and accurate functioning and monitoring of the complete People Soft financial systems (GL), including maintaining 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 in 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 risks 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

  • Assist Project Managers with the preparation of budgets for funding applications and ensure shared program costs are included at an adequate level
  • Assist the Project Manager with monitoring and revision of project budgets.
  • In collaboration with the Program/project, staff ensure 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 project managers receive monthly budget versus actual (BVA) comparison reports and assists in replying to any queries arising from the report.
  • Assists Project Managers with a review of project proposal budgets and budget phasing before uploading to PeopleSoft
  • Code phased budgets and upload into the Donor Reporting Tool for ease of retrieving interim and final financial reports
  • Ensure that the 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.
  • Response to Country Office queries in a timely manner.
  • In coordination with the Country Office team takes lead in developing an 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 project manager, funding coordinator and grant accountant and ensure that expired contracts are closed in time.

Reporting and Compliance

  • Ensure accurate and timely submission of financial reports, schedules and budget variance analysis to project manager
  • Ensures that month-end financial reports and schedules are accurate and are submitted to Country Office on or before the due date.
  • Prepares regular reports to Donors in accordance with donor reporting requirements in the contract agreement.
  • Prepares aging report for all receivable accounts using the standard aging report format and submit to Country Office on monthly basis. Ensure that 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 Project Managers 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 the 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 provide 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 on 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 an effective working modality that supports 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 Gambella 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 assessments 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 the start of the 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.

Job Requirements

person specification

Most importantly, every individual at Oxfam GB needs to be able to:

  • Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, SOLIDARITY, COURAGE AND EQUALITY

Our Values

  • Equality : We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
  • Empowerment : We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.
  • Solidarity : We join hands, support, and collaborate across boundaries in working towards a just and sustainable world.
  • Inclusiveness : We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice.
  • Accountability : We take responsibility for our actions and inaction and hold ourselves accountable to the people we work with and for.
  • Courage : We speak truth to power and act with conviction on the justice of our causes.

Ensure you commit to our THREE ORGANISATIONAL ATTRIBUTES:

1. Be committed to equal opportunities: demonstrating sensitivity to cultural differences and gender equality.

2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work.

 

3. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

  • Ensure you actively ADOPT OXFAM’S FEMINIST LEADERSHIP APPROACH and apply the principles and twelve practices in your work. Read more about this here:

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here .

1 Self-Awareness

2 Mutual accountability

3 Strategic Thinking and Judgment

SKILS, Experience, Knowledge & Competencies

  • BA/MBA in Accounting or any other related areas that can bring added value to the job from a recognized university/college.
  • Relevant 7 years of experience in financial management, out of which 2 years should be supervisory/managerial experience preferably in INGO.
  • The professionally qualified finance manager, preferably with some experience in a large and/or complex organisation, and the ability to influence and support colleagues in appreciating the importance of financial standards, procedures, and controls.
  • Effective verbal and written communication skills, including high-level interpersonal and representational capabilities.
  • Fluency in written and spoken English is essential.
  • An understanding of gender and diversity considerations within key areas of responsibility and commitment to addressing inequalities in the workplace and the programme.
  • A strong commitment to Oxfam’s proposes, a broad understanding of the work culture in the “development” sector and its impact on key areas of responsibility and a commitment to humanitarian principles and action
  • Trustworthy, Flexibility and adaptable. 
  • Willingness to travel at short notice, and often in difficult circumstances

 

Influencing: We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.

Strategic Thinking : We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.

Safer recruitment: All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks).

Oxfam GB also participates in the  Inter-Agency Misconduct Disclosure Scheme .  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. 

 We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

DBS CHECK REQUIRED No

How to Apply

As part of your online application, please upload your up-to-date CV and a covering letter explaining your suitability against the essential criteria in the job profile through www.ethiojobs.net or using Oxfam's internal /External application portal  https://jobs.oxfam.org.uk / or https://jobs.oxfam.org.uk/vacancy/16188/description   on or before  12 December 2021.

Your application will be shortlisted based on your CV and your responses to the above questions. You need not comment on your suitability against the essential criteria in the job profile.

Only shortlisted candidates will be contacted.

 

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