Project Finance & Admin Officer

Job Summary

As the Finance and Admin Officer , you will be responsible for responsible to the project office administration and financial transactions to the project and tasks, prepares periodic financial statements and reports, and keeps the records of the accounts books up to date according to SOS Financial Manual & Procedure’s and involve in financial closings.

Financial Management

• Review payment requests for accuracy, completeness, compliance, level of authorization and clarity on the invoices.
• Review disbursement requests for accuracy, documentation and validity; effect payment to the right vendor from the right project.
• Review accounts on regular basis to ensure the balances are complete and accurate;
• Recording of all project office financial transactions into the SOS financial recording and meeting all submission dates and reporting requirements as required by the Programme Accountant.
• Assure accuracy of supporting documentation for accounting records;
• Organize and maintain Accounting filling system;
• Ensures the timely settlement of advance payments and program location obligations (taxes, provident fund, Pension etc.)
• Ensures that all financial and accounting related files and records reflect high professional standards
• Prepares payroll and arranges timely payment of salaries.
• Follow-up and control payable and receivable accounts.
• Receives original transaction documents, checks completeness and correctness and passes them to immediate supervisor.
• Participates in the preparation of drafts financial statements.
• Assists the Location Finance Manager in the Implementation of the internal control system and financial procedures manual of the organization.
• Provide finance related capacity-building support/activity to CBO’s and CCSC’s.

Administration

• Handling of tasks related to administrative issues of the project office such as Fleet management, annual leave management, office security and cleanliness.
• Organizes properly record keeping of personnel data, property administration and Keeps systematically updated record of staff and documents of the project.
• Coordinate provision of general services such as transport, custody and maintenance of properties and project purchases.
• Work to ensure effective security systems in the project office by closely working with security guards.
• Ensures that the services such as electricity, water line, internet, and telephone lines are properly serving the project office and closely working with concerned stakeholders.
• Support and give guidance’s for administrative staffs under his/her supervision.
• Coordinate staff development initiatives by assessing needs, conducting pre- and post-training assessments, writing training reports etc.
• Takes part in inventory taking and control of assets and stock items

Inventory

• Keeps proper record of fixed assets and property.
• Confirm copy of GRR, SIV & receipts are filed & custodian register is updated.
• Prepare monthly fixed asset reports (Purchase report, Transfer report, Hand-over report,
• Store readmit report, Issued from store report and custodianship update report.)
• Conduct the inventory counts of properties for the program annually & semi-annually

Reporting

• Oversee the location financial operation and provide report to the Location Finance Manager and Project Coordinator
• Prepares and submits monthly electronic and hard copy reports with supporting documentation to SOS children’s Villages programme office finance section.
• Prepare monthly, quarterly, and annual financial reports of the project to the Location Finance Manager and Project coordinator

Safeguarding (child, young people, adult and asset) and gender Equality

• Ensure all financial exchanges are based on the Financial Manual and proper measures are in place for the proper usage of funds.
• Responsible for showing behaviour and all relationships are based on the Safeguarding Policy and in line with the Code of Conduct and that they adhere to it in every situation.
• Responsible for reporting any safeguarding suspicion, concern, allegation, or incident immediately, following safeguarding reporting procedures.
• Responsible for ensuring behaviours and all relationships are based on safeguarding and in line with the Code of Conduct and adhering to it in every situation.
• Conduct themselves per the Code of Conduct, Safeguarding and Local/Country Policies and Procedures;
• Be vigilant about any possible form of abuse/harm, neglect, harassment, or exploitation against, children, youth and adults in personal and professional lives;
• Report any incident management team or concern within 24 hours to the Incident Management Team, focal person or concerned party through the defined channels for reporting the allegation

Qualification

• Education: Degree or equivalent qualification in Accounting , Finance or similar disciplinaries
• Experience: At least 3 years relevant work experience in working as Finance and Admin officer or similar role
• Vast experience in Budget management, account reconciliation and reporting in donor funded projects.
• Experience in managing office operation, procurement and inventory.
• Ability to speak and communicate effectively in the local language relevant to the program area.
• Proficient in accounting software, D-365 and other MS office applications

Desired Criteria

• Education; Master; s Degree in Finance and accounting or related filed
• Experience: Minium of 2 years of experience working with international organization with similar projects.
• Understanding of donor compliance requirement and local financial regulation.

Competencies -Knowledge, Skills and abilities

• Understanding the organization and commitment to its vision and mission: able to clearly communicate SOS Children’s Villages Who We Are (Vision, Mission & Values), “Living our Values” policies and strategies in all areas.
• Budgeting and Financial Planning: ability to prepare, manage, monitor project budget effectively.
• Accounting and Reporting: Proficiency in maintaining accurate financial records and producing financial reports
• Collaboration: driven to work with others, able to build partnerships and teamwork internally and externally.
• Communication: strong written and verbal communication/presentation skills; ability to interact effectively with partners and staff at all levels; ability to represent the organization externally; exceptional ability to communicate consistently, clearly, and effectively with a range of stakeholders.
• Problem Solving and Decision Making: ability to analyze challenges and develop practical solution for issues identified.
• Integrity; committed to high ethical standards and integrity in financial practices and reporting.
• Leadership: Role modelling and ability to build effective teams, motivate high performance, and generate a commitment to organizational goals.
• People development: driven to improve others; proven track record in coaching & mentoring staff, giving feedback, and identifying development opportunities for co-workers.
• Software: - Finance D-365 and Basic computer skills (MS Word, MS Excel, MS PowerPoint, Microsoft 365, Power BI)

Core Competencies (these competencies are relevant for every co-worker):

Lead Competencies

• Role Model: Act as a role model for the organization, living our values and inspiring and learning from others
• Collaboration: Remove barriers to participation, share decision making and build partnerships
• Empowerment: Promote inclusion and equitable sharing of power
• Strategic Thinking: Live the values and mission, setting realistic goals and translating them into actionable plans

Core competency

• Kindness: Act with empathy towards everyone he/she works with.
• Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
• Inclusiveness: In any actions show respect and care for others.
• Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
• Results Orientation: look for solutions and focus on desired results.

Skills Required:

• Accounting / Finance