Job Description

Oxfam Novib “Somalia” is looking for a Area Finance Coordinator

Duty station: “Mogadishu / Somalia”

Type of appointment: Fixed term

Contract duration: 12 months with possibility of renewal

Work schedule: Full-time (40 hours per week)

Reports to: Area Manager

Start date: As soon as possible

Deadline for applications: 6 July 2024

CONTEXT

Oxfam has been working in Southcentral regions of Somalia, Puntland, and Somaliland since the 1970s. Oxfam played a foundational role in supporting civil society development and has been called by many current and past partners “the mother of Somali civil society”. Support for women’s rights, women’s advocates, and gender equality has been a steady component of the program and many leading advocates for women’s rights, gender equality, and women’s issues were once partners or trainees of Oxfam. There are numerous examples of unique programming across youth and education, gender and emergency relief, resilience, WASH, and livelihoods. Over the years, Oxfam has produced an impressive range of policy briefings, reports and working papers that have drawn attention to issues, sparked discussions and influenced policies.

OBJECTIVE OF THE POSITION

The purpose of the job is to provide an efficient and effective professional financial service to the organization and ensure accountability and efficient use of resources, compliance with Oxfam, donor and statutory obligations for sound financial management are met and maintained and achievement of the financial and operational objectives of the Somalia program. This includes advisory and consultative functions that ensure an effective, efficient, and responsive financial support service to the Business Partners and the Departments. Ensure accuracy and integrity of the reports and to sub-guarantee financial management.

The Finance coordinator will be the overall responsible for all projects in South Central and partner finance management in same locations He/ she will work with Finance manager to ensure smooth running of the organisation activities, linking between finance department and other functions within the area, country office and partners.

He/ she will work closely with respectful program managers to ensure accountability of the highest standards

KEY RESPONSIBILITIES

• Prepare and revise (if applicable) project budgets and cash projections for externally funded projects in conformity with project activity plans by Oxfam Novib the Hague office, County office and local partner organisations.
• Verify and monitor the project expenses reports, declarations and reconciliations of Oxfam Novib and implementing partners on accuracy, efficiency and eligibility and other Oxfam and donor guidelines; decide on cost allocation to the correct budget; request corrections where needed.
• Provide monthly BvAs, Monitor spending per budget line and performance at overall project level, revise where necessary and possible the (financial) planning. Report on overruns, deviations and such, and make proposals to the programme leader for the financing expenses within the approved project budget.
• Ensure that all project supporting documentation is complete and sufficient to justify the purpose of the expenditures according to Oxfam and partner guidelines.
• Ensure that support cost charged to projects have a clear allocation methodology that is justiciable and auditable in consultation with finance manager / BSM
• He / she will be the main focal point of project donor audits.
• Coordinate with the BSM/ HQ for uploading records to the SAP and Adobe software and clarify any questions the Country Office might have.
• Provide the CO management, donors and The Hague with quality consolidated financial project reports including variance analysis with all necessary supporting documentation attached.
• Review contracts to be signed with partner organizations and vendors and ensure compliance with Oxfam financial and procurement requirements as well as correspondence with relevant budget line. Ensure all necessary annexes, including templates for financial reporting, are included.
• Review payments and project staff cash float settlements and ascertain that budget line allocation reflect the donor line items coding restrictions.
• Review all expenditure reports of Oxfam implementing partners. Maintains and controls expenses (Actuals) versus budget and cash reconciliation reports for partner organizations.
• Establish & maintain a system of internal controls which comply with Oxfam and donor financial guidelines.
• Ensure that all financial documentation and supporting documents is compiled timely and accurately and in line with accounting standards and donor regulations.
• Prepare cash forecast and update project cash flow on monthly and ensure sufficient cash flow to meet current and immediate future project obligations for both the partners and Country office.
• Ensure that the country financial management systems & records are adequate in order to identify and protect the assets & interest of the organization.
• Maintain and update systems for efficient & effective management of assets.
• Manage timely & accurate preparation of data for monthly management accounts for Program accountant, budget-holders, and Country Management to ensure that they can monitor the budget utilization and take appropriate action on any significant variances.
• Supervise and ensure work of the finance and administration team in the area office r.
• Lead the preparation and approval of all donors' financial reports against accounting, legal and contractual requirements, and ensure their review by the finance manager/Business Support Manager and relevant project manager.

Partner Management and Capacity Building:

• Support the development and implementation of a detailed plan for building the business services capacity of partner organisations, specifically relating to financial and funding management procedures. These will include fiduciary risk assessments, due diligence assessments and capacity building approach and delivery plan including tools and methodologies, performance standards, and evaluation approach.
• Undertake personal training, coaching and capacity building to partner organizations to develop their own expertise as required. Ensure that partner organisations work in accordance with Oxfam acceptable standards and objectives.
• Support the conduct of regular performance assessments and reviews of partner organisations, including planning and coordination of external & Internal Oxfam audits, to ensure that donor and statutory audit requirements are met and that the capacity building programme is delivering agreed results, making necessary adjustments as circumstances change.
• Participate in regular meetings with partner organisations to ensure that the working relationship between them and Oxfam is positive, open and conducive to the successful achievement of agreed objectives.
• Ensure that partner organizations’ project accounting is correct and that all supporting documents are in place and meet necessary standards.
• Strengthen the non-finance staff capacity to manage project funds by providing induction and training concerning delivery of sound projects.
• Lead partner budget reviews including ad hoc BVA meetings with partner

Experiences and Qualifications

Technical Skills, Experience & Knowledge

• Relevant academic qualifications minimum a degree in financial management, commerce, project management, accounting, business administration or related field
• A minimum of 4 years’ experience with INGOs, UN, Development partners in project accounting and financial management
• Significant knowledge and experience of all core’s financial management activities, including accounts payable, cash management, budget development, statutory requirements (standard accounts)
• Good knowledge and experience of managing donor grants or donor funded programmes
• Strong numeracy skills and experience using a computerised financial management information system and good computer skills (Excel especially, Word)
• Experience in independent financial planning, budgeting, reporting, project audits, risk management and ability to evaluate these against the donor requirements and local tax/legal regulations
• A critical focus on providing a superior service level to managers and staff and delivering agreed results within time and budget constraints and to expected standards
• Good organisational and personal management skills, with ability to prioritise work issues to meet deadlines with minimal supervision and adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Good analytical and conceptual thinking skills with a proven proactive approach to identifying and resolving problems and suggesting improvements that continuously seek to provide a better service to Oxfam. Strong attention to detail
• Excellent personal communication skills, in written and verbal English and Somali
• Ability to represent Oxfam in a professional and competent manner with external individuals and organisations
• Proven experience working with partner organisations and helping them develop their independent expertise and ability to deliver results, through effective capacity building and learning and development activities
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative
• Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues
• Experience with external funded projects
• High level of integrity and accountability
• Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights and the interests of marginalized people in all aspects of Oxfam’s work

Skills Required

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