JOB TITLE: Finance Officer
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DIVISION / DEPARTMENT / LOCATION: Finance / Programme Finance / Jijiga |
JOB FAMILY: Finance |
Location: Jigjga (Fafan Zone) Required No: ONE |
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 Humanitarian Department. To ensure the provision of accurate and timely financial information.
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REPORTING LINES: Post holder reports to: Finance Manager Staff reporting to this post: None
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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 with the Humanitarian Department across both restricted and unrestricted programmes. 7. Donor contract management for the Humanitarian Department.
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KEY RESPONSIBILITIES:
Provides finance and administrative support to the drought response program focusing on achievement of the following results
1. Produce monthly financial reports and analysis on the drought response project funds. 2. Contribute to formulating and improving policies and procedures to support the department’s objectives. 3. Responsible for the accurate allocation of funds to the programmes from approved budgets. Resolving issues with unauthorised/over spends. Ensuring the timely liquidation/return of floats and maintains up-to-date accounting records. 4. 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. 5. Responsible for the monthly recharging, analysis and reporting costs to the programmes, improving reporting methods and monitoring tools where possible. 6. Balance Sheet accounting and reconciliation production for all Departmental activities 7. Manage Departmental suspense and currency clearing accounts 8. Handle and control cheque books for the project 9. Prepare cheque payment voucher against cheque transactions for approved transactions 10. Prepare and maintains bank transaction journal 11. Inform daily cash and Bank balances to the Finance Manager 12. Act as the main focal point for General Ledger in the organization. 13. Undertake Finance inductions to programme and department staff 14. Production of year-end returns and required back-up documentation 15. Work with other members of the humanitarian team and project teams 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. 16. Seek to influence Humanitarian staff to act appropriately and adopt procedures in line with organisational policies. 17. Present finance issues at whole department meetings in a clear, concise manner including the ability to explain complex finance challenges to non-finance staff.
Provides accounting and administrative support to the Finance Unit focusing on achievement of the following results:
18. Proper control of the supporting documents for payments and financial reports for the drought response project; preparation of all types of vouchers for admin office and also for projects if necessary; 19. 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; 20. Timely corrective actions on un posted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers; 21. Presentation of information on the status of financial resources as required; 22. Maintenance of the Accounts Receivables and Payables for Oxfam support and drought response and recording of accounts; 23. Management of cash receipts and petty cash; 24. Maintenance of the proper filing system for finance records and documents according to the budget Line for each project including the admin office.
Ensures proper cash management system functioning focusing on achievement of the following results:
25. Handle petty cash fund and timely review of cash position for office and project accounts to ensure sufficient funds on hand for disbursements. 26. Timely identification and recording of receipts for transfers from country office; 27. Timely replenished the petty cash fund; 28. Timely and accurate preparation of petty cash count and bank reconciliations for all projects, plus reconcile the same with the PS general ledger; 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. Responsible to copy documents on monthly basis and send the same to the country office.
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SKILLS AND COMPETENCE:
Essential
Desirable
· Working knowledge of Peoplesoft modules including: OPAL , CRIMSON and the General Ledger
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