Finance Officer

Job Title: Finance Officer

Department: Finance

Job Family: Finance

Reports to: Head of Finance

Grade: C

Location: Head Office – Jordan

Direct Reports: NA

Job Role

Role Overview:

The Finance Officer will work closely with the Head of Finance and finance coordinator to ensure that fundamental principles of financial management are in existence and adhered to in every part of the organization. This role may require travels in the region.

Areas of Responsibilities & Key Activities

Functional Plan development and Implementation

• Maintaining Asset Register for asset capitalization
  • Verify/review/audit staff work, travel and partners advances
  • Review all daily financial transactions and ensure that proper approvals are obtained with all supporting documents in file before being posted in SUN
  • Ensure that all monthly or periodic financial commitments of regional and field offices are paid on time; rents, SS & Tax, subscriptions …etc.
  • Final posting of all Cash/Bank and adjustment vouchers after review of Data.

Financial Management

• Ensure that sufficient cash and bank is available, and reserves are maintained at country level to meet the requirement and maintain limits in accordance with the Local financial Policies and Procedures manual.
• Exchange rate monitoring and reported to HOF on monthly basis along with the management accounts (BFU).
• Supervise all other treasury related work
• Prepare financial analysis for quarterly/monthly accounts management.
• Manage regional and field offices cash balances and ensure that cash is properly handled, and accurate monthly closing balances are verified

System Development, Update and Compliance

• Oversee Sun System administration: installation, maintaining backup, restoring, defining user rights and level definitions, review conversion rates etc, and supervising of SUN Server.
• Setting up business rules and controls in SUN Administration mode
• Reviewing maintenance functions in the Sun: Chart of accounts, Analysis codes, Report definitions etc…
• Highlighting the areas within finance department where automation is necessary and operationally possible
• Facilitating External and internal audit as and when required
• Facilitating audits for donor funded projects in coordination with required staff.

Planning and budgeting

• Upload annual budgets in the Sun System and budget re-appropriation/changes as and when required.
  • Assist HoF in reviewing of budgets of regional office, country offices and provide feedback.

Monitoring and Evaluation and Reporting

• Participate in appraisals, reviews, monitoring of partners.
• Closely monitor balance sheet accounts balances, follow up and settle A/R and A/P on monthly basis
• Introduce new mechanism/tools to improve financial monitoring including for donor funded projects.
• Secure partner compliance with AA and Donor’ financial policies and procedures.
• Prepare monthly management reports.
  • Perform monthly bank reconciliations of all bank accounts
  • Perform monthly reconciliations of noncash items.
• Prepare financial Reports to General Secretariat.
• Settle partner monthly reports and validating the related supporting documents.
• Designing and maintaining reports in the vision to meet the reporting requirements of ActionAid internally and externally: Management accounts, Financial Statements, Balance sheet items, Functional & thematic reports.
• Ensure that AAAR Sun records are reconciled with partners records on Monthly basis
• Make sure that all Partners report reviewed and Signature of HOF and Regional Director obtained before filing and archiving.

Capacity building

• Ensure capacity building for partners based on individual partner needs.

Communication and Public Relations

• Participate and support in project financial management in close coordination with programme, Resource Mobilization and project teams.
• Build effective relationships with other departments
• Coordinate with relevant staff across various office of AAAR to ensure effective financial management.
  • Liaison with all banks so that the best banking facilities and services are provided to AAAR.

Fundraising

• Provide information for proposal development as requested.

Others

• Any other tasks as required by line manager

Person Specification

Education & Certifications

• A bachelor’s degree in accounting / finance or business administration or any relevant field

Essential Experience

• Up to 3 years relevant experience from a reputable organization, preferably an INGO.
• 1 year experience on SUN system is preferred.
• Experience in monitoring the compliance of Finance system
• Experience in working in multi-cultural environment and international organisations Experience in implementing Finance and Admin system

Essential Knowledge

• Good knowledge of finance and accounting systems in the country
• Good understanding of IFRS
• Microsoft Office

Essential Skills

• Financial Analysis & management
• Communication and interpersonal Skills
• Planning & Organizing
• Time Management
• Facilitation & Coordination
• Problem Solving

Language proficiency

• Proficiency in Arabic and English, written and spoken is a must.

This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.

It is part of every staff member’s responsibility to contribute to AAI’s and ActionAid AR mission and comply to its values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility