Senior Finance officer_Partnership Program

Department/Division:

Program Support - Finance

Unit:

Partnership Programme

Category:

Senior Finance Officer– National

Work Location:

Beirut

Supervisor:

Program Support Coordinator

Job Summary:

The general role of the Senior Finance Officer is to ensure best practices in accountancy, financial management & reporting, cash management and compliance. This is achieved through timely, accurate and complete record-keeping and rational use of funds and allocation of available resources.

Working Travel:

The position will be based in Beirut, with potential travel to Amman.

Duration of Contract:

6 months, renewable depending on funding

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

Any extension of this contract is dependent on performance review and availability of funds.

Education & Certification:

Bachelor’s degree in Accounting/Finance 

Minimum Education Level:

Bachelor degree

Proven Experience:

At least 3 years of professional experience in related field. (Preferably with an International NGO)

IT / Software / Technical Skills:

Microsoft Word & Excel

Hands-on experience in using financial softwares such as PeopleSoft

Language Skills:

Language                Speaking                                Reading                  Writing

Arabic                     Fluent/Mother tongue               Professional           Professional

English                    Professional                             Professional           Professional

Competencies

CARE Core Competencies:

• Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
• Commitment to Service – this competency is woven throughout all aspects of the employee’s performance.
• Excellence - Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity.
• Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
• Analytical Skill.
• Building Commitment.
• Stress tolerance.
• Collaboration.
• Contribution to team success.

Other desired Competencies:

• Accountability
• Building Commitment.
• Stakeholders Focus - Making stakeholders and their needs a primary focus of one’s actions; developing and sustaining productive stakeholders’ relations.

Detailed Responsibilities & Tasks

Job Responsibility # 01: Partner/Sub-Grants contractual

1. Assist on Preparing the Partner’s agreements/Contracts and on the internal review, negotiations and finalization of the sub grant agreements.
2. Participate in projects start-ups with (co) facilitation of relevant sessions
3. Provide direct, proactive, hands-on budget management support by providing monthly analyzed budget information / expenditure report to the Program Support Coordinator, Project Managers and Partners.
4. Carry out periodic sub-grantee (partner) monitoring and financial reviews and ensure advance justifications are monitored in line with CARE and contractual obligations entered in PeopleSoft.
5. Open individual sub-grant files for each in adherence to CARE’s sub-agreement management policy
6. Ensure regular maintenance of sub grant files, both electronic and hard copy.

Job Responsibility # 02: Capacity Assessment and Training of Partners 

• Participate in annual partner risk assessment and also assess prospective organizations for selection as partners
• Identify capacity gaps of partners and staff and feed back in Capacity Building plan to ensure building capacities accordingly.
• Participate in sub-contracts / sub-grant agreements startup/management workshop after signing the sub-contracts/ sub-grant agreement and before the project start-up/implementation
• Promote quality & accountability practices among all cooperative/strategic/implementing partners

Job Responsibility # 03: subawards financial management  

• Review Partner Funds transfer request and coordinate with the program team in ensuring the validity of the request.
• Review Partner submission of Financial Reports and ensure timely, accurate and complete submission of the financial data as well as liquidation of partner advances. Coordinate resolution of all related issues identified
• Monitor Partner financial performance through conducting desk reviews.
• Book the sub award expenses in the system and ensure clearances of the receivable/payable balances to sub recipients.
• Maintain all sub-grants Data. Maintain a manual Tracker used to reconcile partner financial data in PeopleSoft
• Coordinate the partner close out including supporting the preparation of the final financial report that agrees with the narrative reports, assets validation, audits, etc

Job Responsibility # 04: General Accounting & Compliance:

• Provide a high standard of financial accounting, in line with CARE policies and local statutory law where applicable
• Ensure the collection and capturing of complete financial data in a timely manner to facilitate effective financial management and promote adequate decision-making processes.
• Responsible for safeguarding assets and properties of CARE Office including, cash, cheque books, equipment etc…, by implementing strong internal controls that include validation for the eligibility of expenditures and ensuring the proper policies and procedures are being followed in line with CARE’s cash management policy
• Recording of Payroll and staff benefits on time before month close
• Follow-up and processing of advances and ensuring advance liquidation within reasonable time frames
• Update of all the needed month-close schedules and forms, necessary for processing the month-end adjustments. This includes Staff Leaves Accruals Schedule, Prepaid Schedule, Payroll Register and Payroll Reconciliation
• Preparation of Direct Programme Cost (DPC) allocation factors for the other cost pools
• Maintaining monthly reconciliation reports for bank account, petty cash, inter-company accounts and all other balance sheet assets and liabilities accounts
• Support the P.S Coordinator on the month close processes
• Maintaining an effective filing system ensuring the all financial transactions are properly supported as per CARE’s Document Retention System

Job Responsibility #5:  Financial Planning & Reporting  

• Assist is the preparation of periodic cash forecasts to ensure a good liquidity position for CARE bank accounts
• Focal point for Pay-Cycle processes related to CARE office
• Processing of HQ PayGroup related payments which include inter-company transfers, partners’ advances and reimbursements etc…
• Track office spending and ensure it goes in line with the spending plan / operations budget, and allocate operations cost accordingly to optimize the use of available funds
• Update office master budget in cooperation with P.S. Coordinator
• Prepare draft monthly BvAs for projects and take part in the BvA review meetings, ensuring that all necessary action points are captured and circulated
• Draft the interim Donor Reports and periodic management reports (CO Master Budget, CO Pipeline Report, Grants Portfolio Analysis) for validation by the P.S Coordinator

Job Responsibility #04:  Support integration between Program, PROGRAM QUALITY and Finance

1. Maintain communication channels and interaction spaces between Program, and Finance staff to ensure adequate level of integration and responsiveness towards CARE partners & sub-grantees;
2. Liaise with the Partnership Advisor to ensure issues of partner performance are mainstreamed in the Partnership Framework and activities as guided by the partnership strategy.