Period Of Employment :- one year with the possibility Of Extension 

Job Purpose:

OVERALL OBJECTIVE OF THE POSITION

 The Finance Coordinator for Donor reports and Budgets is responsible for helping to ensure that we maintain good financial relations with donors. The Coordinator will need to ensure that we develop realistic budgets for donor grants, that we monitor them on an ongoing basis and that all donor reports submitted accurately and on a timely basis.

Main duties & Responsibilities:

You will be responsible for:

The Finance Coordinator will work under the supervision of CFC and carrying out the following tasks:

1.Preparation of Donor Budgets

• Liaise with Programme Managers/Grant Management Unit and prepare/update schedules of new donor budgets to be submitted during the year.

• Develop such templates/guidelines etc. as may be necessary to ensure effective donor budgeting.

• Review and fully understand donor guidelines, advise grant managers on significant issues/requirements

• Review draft budgets prepared by programme/other staff for completeness, reasonableness/compliance with donor requirements

• Ensure that appropriate levels of staff costs are built into all donor budgets so that these can be covered to the fullest extent possible without drawdown of GD budget.

• Ensure that appropriate levels of overhead costs are built into all donor budgets so that these can also be covered to the fullest extent possible without drawdown of GD budget

• Assist the programme staff in preparing budget narratives, if required.

• Mapping donor budgets against Concern Chart of Account and Budget line reference.

• Address any queries/feedbacks of Dublin and Donor - in consultation with CFC and/or D/CFC.

• Ensure appropriate and updated soft and hard copy filing and documentation for all donors in consultation & support with SFO staffs

• Update/ inform to be updated GMS for changes to donor profiles and budgets for grant unit (as they have access)

2. Preparation of Donor Reports

• Liaise with Programme Managers/Grant Management Unit and prepare/ update a schedule of all reports to be submitted during the year

• Develop a thorough understanding of donor reporting requirements and guidelines.

• Draft donor expenditure reports using the appropriate financial reporting format and appropriate currency

• Ensure that the reports tie into the latest Donor budgets and accurately reflect costs recorded as per DMA/GL for the period.

• Review and amend the final donor report based on the Deputy CFC, the CFC and budget holders’ feedback.

• Address any queries/feedbacks on any donor report in consultation with the CFC.

• Ensure that necessary deadlines for donor financial reports are met.

• Ensure that GMS is updated with copies of all donor reports

• Ensure appropriate and updated soft and hard copy filing and documentation regarding donor report

• Lead the DMA review meetings with Program teams/budget holders and reflect on their review comments on time.

• Ensure donor reports are submitted on time and update the donor reporting calendar.

• Maintain all donor files in finance department folder with ease of accessibility and updated to contain documents at all project cycle.

3. Monitoring the status of donor grants

• Ensure that DMAs are set up for all grants with accurate and up to date budgets

• Review monthly DMAs for all grants and advise on a significant issues that may arise with donor reporting

• Where necessary assist managers to identify when budget revisions/NCEs/CEs etc. may be required

• Support the development of requests for such budget revisions and changes.

• Actively participate in periodic Grant Management and monthly Budget Monitoring Meetings. Work with finance team on timely closure of ‘Open’ action points.

• Ensure that Budget line reference (BLR) codes are updated before month-end process starts for all active grants

4. Partnership

• Actively participate in assessment, selection of partners applying CWW approved tool

• Provide continuous support to partners on financial and other aspects of transactions that has financial effect (HR, procurements)

• Provide detail orientation/capacity building to partners rearing donors requirements and CWW requirements

• Review partners reports on regular basis an process the same for posting

• Review reports of Consortia members and engage with them for reporting and compliance

• Work with partners in developing new or extension/revisions of  budgets

• Work with partners for any external and internal audit requirements

• Coordinate with programs on plan of interventions as related finance.

5. Organisational Budget & Financial Reporting:

• Assist as appropriate in the preparation of annual and revised country budgets (AB and BRs) and help address donor related feedback received from HQ

• Assist as appropriate in the production of periodic financial reporting pack (FRP) and address donor related feedback received from HQ team

• Prepare annual financial reports for ACSO as per their deadlines with the support of DCFC, FM operations.

6. Monitoring Donor Balances:

• Regularly review outstanding income/balances with donors and liaise with CFC and relevant CMT member, in the case of in-country donors, to realize all dues.

• Review donor contract status, and work with CFC to process, and forward PYA/s to RA for review.

• Update donors/grants portfolio on monthly basis

7. Audits and Compliance:

• Work closely with the Senior Finance Officer during donor, internal and external annual audits. Ensure adequate preparation and participation, with his/her team, during these audits.

• Assist with management responses to donor/internal/external audits to the auditors within the given timeframe and audit recommendations are implemented for donor compliance.

8. Risk Management and Controls:

• Ensure that appropriate financial systems and controls are in place to minimize donor related risk.

• Closely monitor financial status and advise CFC &/or Deputy CFC on all situations that have the potential for a negative impact on donor relations.

9. Team Management & Capacity Building:

• Build the capacity of finance staff supervised to ensure good standards of financial management is maintained.

• Provide finance orientation to budget-holders, to assist them in enforcing financial controls, donor compliance and assisting them in making informed decisions based on financial reports.

• Liaise with the Finance Team in organizing necessary trainings/ workshops to Concern team such as on organizational procedures, donor rules and ACSO proclamation and directives.

• Conduct staff appraisals, document and keep informed of the CFC on performance of the supervisees and submit the signed appraisal form to HR for filing.

10. Other Duties:

• Representative in special task forces and committees

• Adhere to the standards of conduct outlined in the Program Participant Protection Policy and Concern Code of Conduct.

• Undertake any other duties as may reasonably be assigned by CFC and/or Deputy CFC.

Gender Equity         

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Emergency response       

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

• Understands local safeguarding structures and arrangements.

• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.

• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirements

Personal specification

• 6/8 years of related experience with post graduate or with first degree respectively.

• At least 4 years of management experience.

• Part qualified Accountant (CA/CMA/ACCA/CPA degree) or Master’s degree in finance.

• Good communication skills.

• Experience working in diversified team

• Experience in managing donor grants.

• Experience in staff capacity developing.

• Computer literate with a comprehensive knowledge of MS Excel and Accounting packages.

• Fluency in English.

• Ability to work under pressure to meet tight deadlines.

• Excellent in Microsoft products mainly excel.

• Honesty and Integrity.

• Cross cultural awareness and sensitivity.

• Knowledge of Concern’s major donors’ rules and regulations such as USAID, EU/ECHO, Irish Aid, and DFID.

Essential Skills, Aptitude or Personality Requirements:    

• Strong management skills and ability to motivate others.

• Skills in time management and prioritizing.

What we offer

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)

• 20 days annual leave

• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:

Interested applicants should apply through THIS LINK

Only short listed candidates will be contacted

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Women and people with disabilities are particularly encouraged to apply