Financial Management Analyst – WBCAR At Asian Disaster Preparedness Center

A. About Asian Disaster Preparedness Center

ADPC is an autonomous international organization with a vision to reduce disaster and climate risk impacts on communities and countries in Asia and the Pacific by working with all key stakeholders.

Established in 1986 as a technical capacity building center, ADPC has grown and expanded its role to be for scientific, educational, developmental and humanitarian purposes. ADPC employs a wide range of professional expertise typically required for Disaster Risk Reduction (DRR) and Climate Resilience (CR) in an effective manner.

ADPC develops and implements cross-sectoral projects/programs on the strategic themes of risk governance, urban resilience, climate resilience, health risk management, preparedness for response and resilient recovery. Our strategic themes are complemented and underpinned by the cross-cutting themes of gender and diversity, regional and transboundary cooperation as well as poverty and livelihoods.

Through its work, ADPC supports the implementation of the Sendai Framework for Disaster Risk Reduction 2015–2030, the Sustainable Development Goals (SDGs), the New Urban Agenda, the United Nations Framework Convention on Climate Change, the agenda defined at the World Humanitarian Summit in 2016, and other relevant international frameworks

For details, please refer to ADPC website at http://www.adpc.net/

B. Department Introduction

Finance department of ADPC focuses on the areas of financial planning, budgeting, financial management, treasury management, financial reporting and accounting of ADPC’s financial transactions. The department maintains and strengthens the sound financial management systems, policies and procedures and ensure the effective internal control. It cooperates with other departments and sub-centers of ADPC to promote good financial management practices within the organization. It also works closely with counterparts from various stakeholders especially donors, auditors, and banks in providing its services.

C. Statement of Intent:

The Financial Management Analyst (WBCAR) will be mainly responsible for budgeting and monitoring, fund management, financial reporting and financial management of the Climate Adaptation and Resilience for South Asia Project (WBCAR).

The Financial Management Analyst (WBCAR) will be based in Head Quarter in Bangkok, Thailand and reports to Chief of Finance and work closely with Project Implementing Unit (PIU) of WBCAR project.

Note: It is not the intent of this Position Description to cover every aspect of the position requirements, rather to highlight the most important areas of personal and joint responsibility.

D. Key Responsibilities:

Within delegated authority, the Financial Management Analyst will be responsible for the following duties:

Budgeting and monitoring:

• Assist the PIU in preparing budget for annual work plan and revising the budget of WBCAR project
• Prepare monthly monitoring reports, compare actual expenditure against the budget/plan, highlight over/under spending for attention of Project Director and gather justification for the variances
• Review and verify fund availability of consultant contract, purchase order, sub-contract and agreement with partner, supplier and vendor and other commitments

Fund Management:

• Prepare cash forecasts on a quarterly basis in coordination with PIU team and submit a Withdrawal Application to the Bank for disbursement of next cash advance
• Review Statement of Expenditure (SoE) in accordance with the Bank’s Disbursement Guidelines and submit it to the Bank for documenting the expenditure against the advance received in the Client Connection
• Review and monitor the cash status of the Designated Account

Accounting and Payment Processing

• Verify payment ensuring that it is reasonable, allocable, allowable and in accordance with ADPC’s policies and procedures, project Operations Manual, World Bank’s fiduciary guidelines
• Ensure all transactions are assigned to the proper account codes, project code, activity code and budget line in accordance with ADPC’s accounting policies
• Review monthly timesheet and staff time charging for those who involve in WBCAR project before recording it to the accounting system
• Oversee the financial management of the sub-grantees and ADPC’s offices in the project countries
• Ensure preparation of required financial statements and retention of documentation to facilitate the annual financial audit and periodic financial review by the Bank

Financial reporting:

• Prepare monthly Project Statement for PIU and Project Director to review and monitor the spending against the budget and to take appropriate action on time for any significant variances
• Prepare timely and accurate financial report as needed by the Bank, ensuring that all the reporting requirements are complied

Others:

• Closely monitor all financial activities, keep Manager, Finance Department and the Chief of Finance informed of all situations which may have potential negative impact on ADPC internal controls or financial management system
• Provide orientation on finance related policies, procedures and processes to new staff and consultant
• Participate in staff meeting, project meeting, donor meeting, and other meeting as necessary
• Other related duties as assigned by Chief of Finance from time to tim

E. Competencies

Finance Department Functional Competencies:

• Planning and Organization – Sets clear objectives and outcomes. Establishes a realistic and systematic course of action to accomplish objectives, and prioritize multiple tasks using time management and organizational skills to accomplish an objective effectively and efficiently.
• Proactivity/ Self-Motivation– Keeps abreast of new developments by actively seeking to develop oneself professionally and personally. Recognises the importance of continuous improvement for more effective and efficient working environment. Creates a learning culture.
• Analytical Problem-Solving Skills – Displays analytical thinking by identifying, defining and analysing information, situations and problems. Arrives at viable solutions through a variety of approaches. Demonstrates critical thoughts, methodical review of implications, intuition and rational conclusions.
• Results Orientation – Focuses on the delivery of agreed results through the effective management of internal and external resources to achieve results. Demonstrates a commitment to both personal and organizational excellence, with an emphasis on results.

F. Qualifications:

Education and Experience:

• Qualified accountant (CPA, ACCA, CIMA or equivalent) or Master degree in Accounting, Finance or Business Administration
• Minimum 6 years of working experience in finance and accounting field with at least 2 years in an international non-profit or non-governmental organization
• Experience in managing financial management aspect of the World Bank funded project

Qualification and Technical Skill:

• Knowledge on accounting principles, procedures and standards
• Ability to digest and comply with institutional policies, procedures and the World Bank fiduciary rules and regulations
• Good command of computer skills especially in excel spreadsheet, accounting software (preferable SUN System), Power Point Presentation, flow chart and database
• Good command of written and spoken English

Personal Quality:

• Ability to present the financial information in simple and concise way
• Excellent analytical, problem-solving, communication and interpersonal skills
• Ability to work in a team and across teams, in a multi-cultural environment
• Ability to handle complex situation and work under pressure to meet tight deadline
• Strong desire to learn and undertake new challenges
• Self-confidence, commitment and willingness to work hard, good sense of humor but with seriousness on the quality of the work
• Ensure confidentiality in all sensitive information

G. Reporting Relationships

The Financial Management Analyst will report directly to the Chief of Finance