POSITION: Finance & Grants Compliance Officer
LOCATION: Juba – Central Equatoria State
STARTING DATE: ASAP
Tearfund is a Christian organization committed to serving the poor by bringing help and hope to people in need in over 70 countries around the world. Tearfund’s Southern Sudan Programme is looking a suitable South Sudanese candidate to fill in the positions of Finance & Grants Compliance Officer to be based in Juba.
JOB OVERVIEW
To provide financial and administrative support to reporting and compliance to Grant rules and regulations for the Southern Sudan Programme
DUTIES AND KEY RESPONSIBILITIES
The percentage figures shown against each heading are only intended to convey an approximate idea of the relative size of the various areas within the overall job.
Corporate Policies, Management Systems and Procedures (5%)
Contribute towards promoting and adhering to Tearfund’s Purpose, Basis of Faith, Core Values and Operating Principles.
Provide support and guidance to staff to ensure all activities are compliant with standard operating procedures.
Contribute to complying with all host country legal, contractual and statutory requirements as delegated by the AFM and FM.
Comply with financial management procedures.
Financial Management and Accounting (30%)
The Officer is responsible for ensuring the proper use and maintenance of computerised financial systems (including the accounts package designed for Tearfund purposes, PSF for all financial matters relating specifically to the South Sudan programme. This will include the following responsibilities:
a) Maintaining up to date financial records and to manage grant balances including project budgets, as well as clearing all unauthorised grant payments plus the old grants out of the system through project versioning and to ensure that all financial information is accurately uploaded into the PSF financials on a monthly basis for donor grants.
b) Compile financial data related to the donor expenditure charged ensuring all supporting documents related to the transactions is complete and fully scanned
c) Reconciling accounts held for specific project donors and sharing balances on a monthly basis
d) Develop tools of tracking expenditure and ensure the project budgets are closely monitored and maintained within given budget allocations
e) Proposing and implementing agreed improvements & systems enhancements for financial administrative systems and procedures to ensure maximum efficiency in the management of donor contracts
f) Maintaining and update the country core recovery plans to the specific donor budgets and coordinate with programmes during budgeting
Donor Contract Management
The Officer is required to provide financial specialised support in relation to the effective attainment of programme objectives and to work with Contract Managers in the compilation of timely, quality financial reports for a range of donors.
a) Compile and review with the relevant budget holders all donor financial reports as required ensuring they are accurate of high quality and meet donor requirements and submit the same to FM for onward submission to CD.
b) Monitor Donor Reporting Schedule to ensure reports are prepared in a timely manner and the relevant AC are aware of dates reports are required
c) To support the budget holders in any discussions with donors requiring financial inputs and /or contract management issues
d) Work with Assistant Finance Manager to develop systems for tracking reporting dates, submission of claims and income received locally to ensure that income secured locally is properly registered in Tearfund financial systems.
e) Provide training to Budget holders and partners in the preparation of donor budgets and reports in appropriate formats as required. To work with the GIC and UK funding team to provide training in donor compliance and contract management.
f) Produce quality check on all financial expenditure to be reviewed by Assistant Finance Manager to ensure they comply with donor requirements.
g) Build the capacity of field accountants and finance support officer in Donor contract management towards improved efficiency and effectiveness of programme delivery
h) Liaison with External auditors for donor reports and responsibility for follow up and resolution of audit queries and issues.
i) To acquire a detailed knowledge of all regional donor reporting requirements, and other financial and logistical requirements to be able to advise programme staff as necessary when they are preparing budgets and reports and keep this knowledge up to date
j) Any other as directed, monitored and overseen by the AFM / FM:
Administer the day-to-day TF Juba finance function that includes petty cash management, bank related transactions management, currency exchanges, bank reconciliations, collection and payment of relevant taxes to local authorities and other finance related tasks.
Handle Bank monthly finance records for Juba income and expenditure and submit to the AFM.
Receive Twic East and Uror monthly petty cash records from Field Finances Officers review and submit them to AFM.
Cross check the electronic financial records with the actual physical documents as of their existence, accuracy and completeness and send to AFM. Monthly short summary report should be prepared and submit to AFM.
Receive Field monthly payroll advice from Juba HR, review and update payroll in relationship to specific donor allocations and submit to AFM.
Support Juba and field sites logistics, human resources and other staff in order to obtain information required for accounting and financial management and also provide them with support by answering ad hoc queries.
Assist with preparation of programme budgets and financial operating plans.
Other duties assigned by AFM and FM South Sudan Programme
Archiving (30%)
Assist AFM in receiving, checking, organising, scanning, logging and filing documents in an organised manner (this will include all documents from the field and Juba)
Support the Auditors and AFM in tracking down documents and following up on missing documentation for specific donors to comply with unique financial reporting requirements.
Scan all Filed related financial documents and follow with Juba AFM on the proper scanning and documentations of the documents for reporting to donors.
Ensure proper filing of all monthly finance documents from all field sites paying close attention to specific requirements of specific donors.
Field visit (25%)
Travel to all Tearfund South Sudan field sites and provide supports on the following areas:
Training and need based assistance to all FOs on specific management requirements for donor funding on subjects such as petty cash management, handling PC, BANK & SAFE cash books.
Proper filing & documentations: Hard copies & Scanned files.
Implementation of audit comments.
Conduct need assessment and report to AFM on required training & capacity building support to field and Juba FAs.
Good Practice and Institutional Learning (5%)
Promote opportunities to encourage good practices amongst staff and assist in identifying issues / themes that would improve Tearfund’s financial policies and procedures in respect to meeting specific donor requirements.
Assist in ensuring audit recommendations are implemented and adopted within operating procedures.
Spiritual Leadership (5%)
Lead and participate in spiritual sessions of worship, prayer, teaching and reflection and be committed to the outworking of Tearfund’s Missions, Values and Beliefs Statement.
Attendance at regular team devotions, away days and retreats.
Responsible for maintaining your own spiritual development.
To be committed to actively working and living in accordance with Tearfund’s evangelical Christian beliefs.
Other Information
Tearfund seek as an organisation to be committed to Christ in all we are and all we do.
Staff members need to be committed to Tearfund’s ethos of professional excellence and spiritual passion.
It is important that we are committed to relationships by following biblical principles and showing integrity in our dealings with each other.
We seek as an organisation to be obedient to biblical teaching and evaluate our work and attitudes in line with biblical principles.
An essential part of our working life is praying together as an organisation and as teams on a regular basis.
All staff also takes part in devotions, away days and retreats.
PERSON SPECIFICATION
ESSENTIAL DESIRABLE
QUALIFICATIONS
• Degree in Accounting or related
• Part-qualified accountant
• Demonstrate knowledge on managing Donor funding
• Management qualification
• Knowledge on managing Belgium funding
EXPERIENCE
• 4 & above years financial accounting & management
• Double-entry book-keeping using accounting software
• Analysis of financial performance against budget
• Cross-department and/or company written and verbal communications
• Designing, implementing & monitoring internal controls
• Setting up and maintaining filing systems • INGO Experience
• Belgium Government, SIDA, ECHO & US Fund donor experience
SKILLS/
ABILITIES
• Fluency in English
• Proven financial accounting and analytical skills
• Microsoft Excel and basic Word and Outlook
• Organised and methodical with good attention to details
• Analytical with ability to think laterally in problem solving
• Good written and verbal communication
• Ability to communicate confidently and comfortably about own personal faith
• Leadership & administrative skills
• Training skills, coaching and mentoring people
• Excellent written and verbal communications
• Computer literate in financial management software
• Ability to lead, participate and facilitate in collective staff prayer and bible study
• Ability and commitment to apply biblical principles prayerfully within all aspects of the role • Advanced skills in Microsoft Excel
• Proven skills in organizing and conducting trainings
PERSONAL QUALITIES
• Committed evangelical Christian
• An understanding of and a commitment to Tearfund’s Mission, Values and Beliefs Statement.
• Honest with excellent integrity
• Quick learner & teachable
• Team player
• Diligent and organised
• Willingness to travel within southern Sudan
• Networking
• People developer and motivator
If you believe you meet the above criteria, please submit your CV and covering letter as well as Tearfund application form which can be collected from the HR department in Tearfund’s Office located at Hai Jerusalem Next to ACCROS few meters away from St Joseph Catholic Church.
Deadline for submission is 16th November 2015
NB:
• Female candidates are strongly encouraged to apply
• Only short-listed applicants will be contacted for interviews.
• Applications once received are not returnable
• Applications are reviewed on rolling basis
THE HUMAN RESOURCES OFFICER
TEARFUND DMT SOUTH SUDAN PROGRAMME
HAI JEROSALEM.
Po Box 94, Juba South Sudan
Email: southsudan-recruitment@tearfund.org