Deadline: June 15, 2023
Job Description
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today’s interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Amhara, Tigray and Afar, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.
POSITION OVERVIEW
Ensure that financial transactions are carried out, reported and documented in a timely manner in accordance with general accounting principles, and FHI 360 and donor guidelines. Tasks and responsibilities include:
KEY RESPONSIBILITIES AND DELIVERABLES
- Maintains completion of workbooks accounts, as per FHI 360 policies.
- Checking of all payment claims to ensure compliance of FHI 360 policy & procedures, valid Scheme of Delegation, FHI 360 Donors compliance requirements, In-country law and any other official regulatory authority.
- Ensures that all payments are properly coded to record against active projects and complete authorization of respective
Budget Holder as per FHI 360 Scheme of Delegation. - Ensures that all program implementation activities require direct or indirect involvement of disbursement of incentives,
contractors, beneficiaries should safe guarded by segregation of duty. - Prepares Bank and cash GFAS, financial data entry on daily basis.
- Ensures that daily financial matters are handled in a systematic, accurate and transparent manner.
- Monitors cash & bank flows on daily basis and maintain close coordination with financial institutions to ensure smooth cashflows. Safeguard FHI 360 cash from assessed/known risks.
- If due to unforeseen reasons institutional banking system services are not available, alternative arrangements should be arranged with prior consent of Finance Manager and Response Coordinator.
- Assists Field Office & Country Office finance teams during internal & external audit, donor specific audit, any authorized third-party review of financial records.
- Maintains working relationship with FHI 360 partners and support Field Office & Country Office to ensure smooth financial implementation of projects through partners.
- Escalates any noted financial risks and fraud activities directly to Senior Finance Officer, Finance Manager and Response
Coordinator. - Reviews official e-mails daily, respond to queries from colleagues and external authorities in a timely and
appropriate manner, and ensure any problematic issues are raised with the line manager at the earliest opportunity. - Responsible for professional direction/delegation/supervision/accountability of reporting staff as per Job Descriptions or any official documentation.
- Confirms that payments related to procurement have the necessary documentation as outlined in FHI 360 procurement
policies and procedures for all goods and services. - Maintenance of a proper and transparent filling system of all documents relation to finance.
- Confirms availability of funds before authorization of project expenditures.
- Ensures all financial transactions have the required supporting document
Administrative management
- Supervise the physical and computerized archiving, as well as the security of HR administrative documents at the base level.
- Ensure the update of the various contracts and administrative leases in area of operations. In cooperation with logistics and security department is responsible for lease agreements, addendums, and related issues for crisis response including maintaining cordial relationships with the landlords.
- Control the updating of individual files of personnel.
- Consolidate and update the organizational chart according to the various transfers within the staff.
- Carry out the monthly HR administrative archives to sharepoint after validation by the internal control.
- Prepare and disseminate staff contact lists monthly.
- Responsible for bringing any official and legal correspondence to the attention of the Senior Management Team and assist with adequate responses.
- Ensure that the Guest House is always clean and arranged for staff visiting from other offices.
- Supervise the cleaners for both the Guest house and Office.
- Coordinate and ensure the local authorities are duly informed when sub-offices are opened or closed.
- Performs other duties as assigned.
Applied Knowledge & Skills:
- Applies a thorough knowledge of financial management, investment capital, and risk analysis, debt management, and investment analysis, legal and regulatory compliance pertaining to the respective industry.
- Proficient knowledge of Generally Accepted Accounting Principles and Internal Control Fundamentals.
- Proficiency in spreadsheet software required.
- Has a thorough knowledge of external regulations as well as internal corporate policies and procedures.
- Excellent oral and written communication skills.
- Excellent quantitative and analytical skills.
- Strong critical thinking and problem solving skills.
- Ability to analyze and interpret financial data, identify/resolve errors and prepare reports.
- Ability to motivate and work well with others.
Problem Solving & Impact:
- Analyzes moderately complex business operations and financial statements.
- Reviews and determines compliance with laws and regulations; draws conclusions; makes recommendations for approval.
- Reviews and analyze recommendations from peers.
- Errors in judgment or failure to achieve results would normally require a moderate expenditure of resources to rectify.
Supervision Given/Received:
- Works under very general supervision. Work is reviewed for soundness of judgment and overall adequacy and accuracy.
- Contributes to the completion of organizational projects and goals.
- Serves as a resource to others in resolving moderately complex problems; identifies substantive issues that are thoroughly and accurately researched and analyzed.
Education:
- Bachelor’s Degree or its International Equivalent by Accounting and Finance/ Business management or related field.
Experience:
- 3-5 years of experience providing Finance related responsibilities.
- Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and GFAS systems.
- Vocational or specialized training desired
- Prior work experience in a non-governmental organization (NGO) desirable but not required.
- Fluent in local language and excellent in English.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- Less than 10 15%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding:FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.