Finance and Administration Officer At Interpeace

Reporting to: Finance and Administration Manager

Location: Hargeisa, with frequent travel to Somali region

Application closing: Open until a suitable candidate is identified

Background

Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Position within the Organization

The Finance and Administration Officer is a member of the finance section of the Global Administration Support Unit which encompasses Finance, Administration, Internal Audit and HR. The Global Operations Unit is led from the Headquarters Office in Geneva, although team members are based in different locations around the world.

Under regular supervision from the Finance and Administration Manager, the Finance and Administration Officer works closely with other Finance Officers in Nairobi, administration staff, programme staff and partners staff to create a more efficient and effective Finance function for an agile, responsive and high performance Interpeace.

Purpose and General Overview

Under the direction of the Finance and Administration Manager, the Finance and Administration Officer is responsible for the financial performance of the assigned partners and/or Interpeace office. This includes: accounting, internal controls, audits, budget management, financial reporting, monitoring and capacity building.

The Finance and Administration Officer oversees the financial management of the partners and/or offices assigned, maintaining complete and accurate financial records and approving (in coordination with the programme team) the different project budgets from development to implementation, monitoring, reporting and auditing. S/He ensures that project budgets are implemented according to Interpeace policies and procedures and respecting the donor regulations. S/He also works closely with the Finance and Administration Manager to closely monitor the cost coverage of the programme and/or offices in the assigned areas to anticipate potential risk and financial gaps.

The Finance and Administration Officer plays an important role in monitoring and supporting the implementation of the programme overseeing compliance with internal policies, donor regulations and local Laws (i.e. Taxes).

This position requires to consult with and/or coordinate activities with internal and external actors. There is an element of persuasion, influence and provision of professional advice and direction, but it is not a regular activity.

Guided by and in collaboration with the Finance and Administration Manager, within the first 3-5 years, a successful Finance and Administration Officer will:

1. Maintain accuracy of all accounting information and documentation posted in the accounting software (QB) and ERP (SunSystems) including internal procedures (recruitment, procurement, etc.)
2. Achieve unqualified project and statutory Audits and on time donor and internal financial reports
3. Budget monitoring: produce and distribute Budget versus Actuals (BvA) reports with detail analysis on potential risks.
4. Deliver on a monthly basis, timely, accurate and complete reviewed set financial records and supporting documents for the partners and/or office assigned through the online tool for consolidation.
5. Follow up with the partners and/or office’s accountants the implementation of the internal controls recommendations until resolved (monthly checks, internal and external audits, internal reviews, etc.)
6. With the guidance of the Finance and Administration Manager, support Interpeace performance by reviewing policies and procedures, providing training to staff and/or partners, monitoring financials or assessing risk within the partners and/or offices assigned.

Duties and responsibilities

Scope and Impact

• Specific responsibilities and objectives are assigned with some latitude for setting of priorities and technical approaches, using established practices and procedures. Unusual challenges may be discussed with supervisor or others for clarification of the policy.
• Is recognized as the projects first reference for professional/Technical advice relating to accounting, Budgeting and reporting within the projects and grants assigned
• Informs and interprets policy and practices within the units
• Work conducted by the Finance and Administration Officer impacts specific job family, assigned grants and partners

Planning and implementation

• Develops clear goals that are consistent with agreed strategies
• Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work
• Foresees risks and allows for contingencies when planning
• Monitors and adjusts plans and actions as necessary
• Uses time efficiently

Specific Duties

Budget Management

• Approve the final version of the budget or any subsequent amendment designed in collaboration with the relevant programme team before is sent to the (Manager) for further approval before final submission.
• In coordination with the partner/s and the programme team, develop the PoWB according to available funding, distribute the approved annual budgets to partners and oversee the entry of budgets and budget revisions at QuickBooks and SunSystems.
• Create donor reports in Q&A to monitor budget implementation and performance (BvA) of all the projects implemented at the designated geographical area and reports to the (Manager) and the programme team on any variances or potential deviations according to actual and forecasted expenditures.
• Check monthly that the final booked expenses are in line with Approved budgets (including cost sharing) and that resources are utilized in line with the approved budgets and donor requirements.
• At year end, prepare Partner draft Financial Statements for the consolidated Audit. Coordinate any Statutory or Donor audits and, with the assistance of the (Manager), respond to audit queries.
• Monitor that organizational performance actions stated at the Summary of Outstanding Audit Recommendations Report SOAR report for the assigned partner/s are implemented until issues are resolved.
• Review monthly that Cash Transfer Request (CTR) are produced by each partner according to cash flow and budget availability and that funds are utilized according to approved plan (CTR). Update estimates included in the CTR in discussion with relevant programme team.
• Monitor that expenditures are processed and authorized according to Interpeace Delegation of Authority and other policies (as Procurement Manual).
• Monitor compliance with grant funding requirements (Donor rules and regulations as eligibility of expenditures).
• Prepare grant expense reports for all the projects implemented at the designated geographical area and ensure accuracy with SunSystems before they are submitted to any external party.
• Participate in Programme team meetings and contribute to Programme strategy, activity planning and Programme development as requested.

Accounting Support to partners and Monitoring

• Oversee the maintenance of the QB file for assigned partner/s. Ensuring data accuracy of COA and other analytical dimensions.
• Review supporting documents for expenditures of assigned partner/s to ensure compliance with Interpeace and Donors Financial Rules and Procedures.
• Perform monthly, quarterly and annual checks on the partner/s assigned and document them on the online tool to ensure and document data accuracy, correct coding and financial performance. Follow up on non-compliant items and implement corrections requested by Headquarters until resolved.
• Import of Partners’ Quick Books into SunSystems. (This is an envisaged role at the moment this is done by HQ focal point)
• Document with clarity any potential risks identified regarding the financial performance of the partner/s assigned and communicate to (Manager). If no actions taken, escalate the issue to the CFO.
• Communicate issues arising from the monthly review of financial reports and supporting documentation to partners and to Interpeace Programme Officers within the stipulated timeframe. Follow up on all outstanding issues until they are resolved.
• Support procurement as needed and help ensure it is in accordance with Interpeace and donor specific procurement procedures.
• Ensure proper filing done by the partner/s assigned, checking that all relevant documentation is archived according to internal practice.
• Ensure that partner/s have and maintain an up to date inventory data base as per donor standards that enables Transfer of Assets to the beneficiaries at the end of the grant period.
• Undertake periodic visits to Partners (in coordination with Manager and Programme officers) for internal monitoring and capacity building:
  • Review that all payment vouchers have correct supporting documentation and have been properly authorized. Review also for reasonableness and for improper transactions.
  • Review all balance sheet reconciliations
  • Identify areas of weakness and, develop and provide training in coordination with (Manager)
• Assist in the due diligence for new partners and support in setting-up of new QB files, establishment of local systems, training to finance staff and subsequent follow up.

Partnerships (specific tasks)

• Under the supervision of the Finance and Administration Manager, s/he coordinates the capacity building efforts of partner organizations in the region by other Finance and Administration Officers or other internal and external sources.
• Ensures that partnership records in the region are up to date and filed accordingly in SharePoint.
• Act as the regional focal point on implementing partnership process from due diligence and selection to monitoring, capacity building, and evaluation.
• Develops and maintains the criteria for tier partnership model in collaboration with Headquarters and the Finance and Administration Manager.
• Under the direction of Headquarters and in close collaboration with and the Finance and Administration Manager, s/he develops and maintains the global partnerships operational manual in collaboration with finance and programme colleagues at different Interpeace offices and partner organizations.

Administration of Personnel cycle

• Ensures that timesheets are completed on monthly basis
• Assist in organizing successful employee onboarding and set up in Hargeisa and Mogadishu offices. Coordinates contracting and effective personnel onboarding for the offices in close coordination with the HR officer in Nairobi
• Assist in coordinating employee separations including disciplinary processes and terminations in Hargeisa and Mogadishu Offices. Ensures that all required paperwork is filed in Natural HR including relevant letters, PAF forms, End of Service form, employee certificates, insurance notifications, and notification to relevant authorities
• Creates an enabling and inclusive work environment that fosters learning and innovation, demonstrating gender-responsive and non-discriminatory behaviour and attitudes

Others

• Participate in Proposal development team meetings and contribute by providing technical guidance/suggestions to proposal development, activity planning, interpretation of donor requirements etc.
• Maintain updated contractual documentation for grant implementation (project proposals/budgets (ProDocs) and grant agreements or relevant documentation) at SharePoint (DRD, Project Connect, etc.)
• Assist Headquarters in the review of existing policies and procedure and in the development of new procedures, including internal controls.

Qualifications:

Education

• Degree in Business Administration, finance, or related field from a recognized University
• Accounting certification (partial or full CPA or equivalent)
• Have demonstrated high understanding of finance and accounting matters preferably within the not-for-profit sector
• Professional membership with a recognized body is an added advantage

Experience

• Minimum of three years of relevant and progressively responsible experience in the professional field of finance and accounting in not-for-profit setting.
• Experience of computerized accounting software, preferably QuickBooks and ERPs, preferably SunSystems. High level of IT proficiency in use of all MS Office applications.
• Proven experience in budget management and internal controls
• Ability to work successfully as part of a diverse and multicultural team
• Experience of conducting capacity-building for partners and staff on financial systems and good financial practices. Experience working in field locations.

Competencies

• Strong accounting knowledge and operating capacity. Experience in financial bookkeeping within the local context
• Strong budget management skills; financial internal controls; source documentation verification; preparation of payment vouchers; and procurement processes
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively and accurately
• Ability to foresee risks and allow for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Ability to take ownership of all responsibilities and honor commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules.
• Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behavior and attitudes.
• Strong written and oral communication skills in English. Somali language would be an asset.
• Ability to travel within and outside the country on short notice. Experience with non-profit or international organizations.
• Strong commitment to supporting local peace building initiatives and to the values and working principles of Interpeace.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Driver for Results
• Adaptability and Continuous learning
• Respect for Diversity

Success factors

• Identifies with and is committed to Interpeace’s core values and working principles
• Commitment to inclusiveness
• An innovative, critical thinker with extensive problem-solving skills