Finance Officer

• About CRS

Catholic Relief Services (CRS) works to save, protect, and transform lives in need in over 100 countries globally, irrespective of race, religion or nationality through relief and development programs. CRS’ programs include emergency response, disaster mitigation and recovery, health, agriculture, education, microfinance, and peacebuilding among others. For nearly 60 years, CRS has taken the lead in responding to disasters affecting the poor and vulnerable communities in Ethiopia. CRS’ disaster mitigation and recovery interventions in conflict, drought and flood prone areas in the country have restored household and community assets through humanitarian assistance including food, agriculture, health, nutrition, WASH, and peacebuilding projects.

Job Title:                       Finance Officer

Band:                              VI

Required number:        One

Department:                Finance

Employment Term:      Indefinite term

Reports To:                Deputy Finance Manager

Country/Location:       CRS Ethiopia/Addis Ababa

Job Summary:

You will support the Finance department’s management of accounting systems, policies and procedures in compliance with CRS’ established accounting standards, Generally Accepted Accounting Principles (GAAP), donors’ rules and regulations, and legal requirements to support high-quality programs serving the poor and vulnerable. As part of an experienced finance team, you will help coordinate daily financial activities through preparation and delivery of financial services.

Purpose of the Position:

• Review partners’ liquidation documents for the accuracy, validity in light of CRS, donor and partners’ requirements and record the transactions in  the system.
• Review partners advance requests are as per the budget and cash forecast and work on advance calculator.
• Coordinate in the partners’ training, visit partners and PDPs to improve performance.
• Provide support to program department and partners and participate in Project management teams.
• Maintain good filing of agreements, project documents, VAT files
• Ensure organization liabilities and are settled on time
• Ensure receivables from donors are collected on time and as per the donor agreement

Key /Specific Duties and Responsibilities:

Reviewing Liquidation documents

• Reviewing liquidations, ascertains costs incurred are allowable, allocable within project period, and in line with approved budget line item, agreement and CRS/ET policies.
• Makes sure that all partner liquidation documents are accurate, valid, and supported by the necessary source documents
• Prepare journal entries for accepted expenditures and apply the right account, project code, rate and other transaction (T) codes.
• Regularly follow up the timely submission/justification of questioned costs by communicating partners and program staff.
• Review receivable accounts to be accurate, complete and facilitate for settlement as per the CRS/Eth policy and procedure.
• Verifies project advance request from Partner to ensure partners have liquidated 75% of the prior advance.
• Provide technical support for the partner staff regarding the overall financial management and processing.

Undertaking Partners related activities.

• Participate in the assessment and monitoring partners in relation to internal control in order to report thereon and avail possible support from CRS/Ethiopia.
• Prepares partners visit schedules (e.g. annual, semiannual, quarterly) in coordination with partner capacity building team, and tracking system to ensure partners are visited at least once every quarter to resolve issues, understand partners’ environment and process to report on shortfalls and recommendations.
• Reconcile regularly (quarterly or semiannually as appropriate) CRS ledger balances with partner ledger balance for all projects and document the final result.
• Report on questioned cost by project and by partner to program department on quarterly basis and follow up for their liquidation.
• Participate in the meetings with project management team as needed and take action as recommended in the progress meeting.
• Share financial reports like advance balances to program team and work with them for the timely liquidation.

Disbursement and amortization

• Review partners ageing reports on a monthly basis to reflect accurate balances and settle on time.
• Review unpaid balances/invoices regularly and apply to reduce unnecessary unpaid balances.
• Work closely with SC and Program to review open POs and close the old POs.
• Review and post financial transactions in Insight in on daily basis.

Grant management and closure

• Review the expenditures are as per the donor agreement in terms of allowable expenditure and line item flexibility.
• Review all balance sheet accounts are nil for all transaction code combinations and rates.
• Ensure additional expenses are not booked after the grant end date except partner liquidations within the grant period.
• Remind and follow up partners to submit remaining liquidation documents before the grant expiry date.
• Ensure partners liquidate all advances before the closure of the grant.
• Prepare account reconciliations and collect unutilized balances from partners timely
• Prepare VAT receivable claims for USAID projects & follow up partners to complete & submit the refund form timely, keep reconciled balance of ledger and VAT files at least once in three months.
• Make account analysis to clear all balance sheet items in coordination with finance operations team.

Reporting

• Prepare interim and final financial reports to donors timely and accurately using the right template,
• Provide the necessary documents and justifications as required during auditing.
• Prepare reports of projects as required by program department to assist them in their project management.
• Provide necessary periodic reports to the program team for their analysis and to make informed decision.

Maintaining files 

• Maintains separate files for each project and by partner, complete with all the necessary documents. (Approved Project Budget, Budget amendments, grants agreements, grant modifications, information on opening and closing dates of project.);
• Maintain files for VAT submissions that are reconciled with ledger values
• Scan financial documents per the Insight documentation matrix and upload it in insight while posting transactions.

Typical Background, Experience & Requirements:

Education and Experience

• B.A. degree in Accounting, Finance, Economics, and Business Administration is strongly preferred. Courses in accounting, or a qualification in accounting (CPA/ACCA or equivalent).
• Minimum of two years accounting experience, preferably with an international or local NGO, or a financial/banking institution.
• Familiarity with the relevant public donors’ regulations is a plus.
• Proficient in Excel and experience with Word and PowerPoint. Knowledge of Oracle application, project Insight financial accounting package, or similar financial reporting software is a plus.

Personal Skills 

• Excellent analytical skills with the ability to detect and report inconsistencies.
• Excellent organizational skills with great attention to detail
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful, solutions-oriented and results-oriented
• Ability to work collaboratively.

• Required/Desired Foreign Language

• Travel Required (include percentage of required travel, if applicable)

Key Working Relationships: 

• Supervisory:
• Internal: 
• External:  

Agency REDI Competencies (for all CRS Staff):

• Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity – Consistently models values aligned with CRS Guiding Principles and mission.  Is considered honest.
• Builds and Maintains Trust – Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.