JOB TITLE: Finance Officer
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DIVISION / DEPARTMENT / LOCATION: Finance / Programme Finance / Ethiopia |
JOB FAMILY: Finance |
Locations: Kabridhar (Korahe Zone) Dhegahbour (Jarar Zone)
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LEVEL: D2 |
OXFAM PURPOSE: To work with others to overcome poverty and suffering
TEAM PURPOSE: To ensure Oxfam has the management, technical and logistical capacity to scale up and respond rapidly to major humanitarian emergencies anywhere in the world. The Programme Finance Team seeks to facilitate good financial management in order to support the implementation of a high quality humanitarian programme.
JOB PURPOSE: To provide accounting and financial management support to the Drought Response Team. To ensure the provision of accurate and timely financial information.
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REPORTING LINES: Post holder reports to: Program Manager Staff reporting to this post: 1-2 Finance Assistants
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BUDGET RESPONSIBILITY: None
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DIMENSIONS:
1. Interpretation of financial information; provision of advice to departmental managers and senior management 2. Handling queries: wide-ranging internal and external, including detailed information 3. Contributing to strategy and producing reviewed procedures 4. Contributes to Project work 5. Manages own workload and day to day planning with the ability to think laterally and to identify issues and their solutions. 6. Design and implementation of financial procedures and systems within the Drought Response funded by restricted funds. 7. Awareness of donor compliance issues.
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KEY RESPONSIBILITIES:
Provides finance support to the Drought Response programme team through:
1. Production of financial reports and analysis on the drought response project funds as required. 2. Contributes to formulating and improving policies and procedures to support the department’s objectives. 3. Supports budget holders in the accurate allocation of funds to the programmes from approved budgets. Assists in resolving issues with unauthorised/over spends. 4. Ensuring the timely liquidation/return of floats and maintains up-to-date accounting records. 5. Assist the program in the monthly monitoring of the Departments spend against budget and forecast. Assist in analysing and explaining variances to budget holders and providing solutions to ensure accuracy in the organization’s budgets. 6. Facilitate and support programme payments in field locations. 7. Assist in monitoring suspense, floats, cash in transit and currency clearing accounts 8. Handle and control cheque books for the project 9. Prepare cheque payment vouchers approved transactions 10. Prepare and maintain bank transaction book 11. Prepare monthly Cash and Bank forecasts for the zone in conjunction the Programme team 12. Undertake Finance inductions to programme and department staff 13. Support the production of year-end returns and required back-up documentation 14. Work with other members of the Drought Response Team to identify problems, develop solutions and undertake specific projects for best financial practice within the department and in support of humanitarian programmes in the field. 15. Seek to influence Drought Response staff to act appropriately and adopt procedures in line with organisational policies. 16. Present finance issues at team meetings in a clear, concise manner including the ability to explain complex finance challenges to non-finance staff.
Provides accounting support to the Finance Unit through:
17. Proper control of the supporting documents for payments and financial reports for the drought response project; preparation of all types of vouchers; 18. Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the general ledger; travel claims, loans and other entitlements are duly processed; 19. Submit timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; 20. Presentation of information on the status of financial resources as required; 21. Submission of cash and bank books to regional office at the end of each week 22. Management of cash receipts and petty cash; 23. Management of float register and timely follow up of floats outstanding for more than one month. 24. Maintenance of the proper filing system for finance records and documents according to relevant month and voucher number.
Ensures proper cash management system functioning through:
25. Handle petty cash fund and timely review of cash position for zone to ensure sufficient funds are available at all times. Alert line manager if funds are low. 26. Timely identification and recording of receipts for transfers from regional office; 27. Timely replenishment of the petty cash fund; 28. Timely and accurate preparation of petty cash count and bank reconciliations for zone, including when cash is transferred to another responsible person, and each month end 29. Prepare bank transfer for each payment according to or based on the request initiated by the project coordinators and prepared the payment vouchers accordingly, 30. Reports to internal and external clients in a timely and appropriate fashion; 31. Organizes and prioritizes work schedule to meet client needs and deadlines; 32. Responds to client needs promptly. 33. Gathering and disseminating information and prepares timely inputs to reports.
Other duties:
34. Prepare and pay income tax and withholding tax to the proper government office on time as per their requirements monthly, and retain a copy and file properly. 35. Responsible to pay on time staff Pension Fund and Income tax, and responsible to handle the same documents in a separate folder, 36. Checking of payroll as required 37. Ensure vouchers are copied on a monthly basis and submitted to regional office promptly for verification. 38. Occasionally provide finance cover for another office as required. 39. Performance manage the Finance Assistants, including providing regular feedback on performance, coaching and development, agreeing objectives and undertaking annual performance reviews.
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SKILLS AND COMPETENCE:
Essential
Desirable
Experience of computerised accounting systems