Job Description

1. Objectives of the position

The objective is to implement existing financial management standards in the programmes and projects efficiently and promptly, thereby making a significant contribution towards the success of the programme work.
This involves:

a. ensuring that the projects' / project's financial administrative processes at the project
location are auditable and efficient and carrying out financial administrative controls
at project level;

b. supporting the Head of Project perform his/her supervisory duties within the
framework of project administration

c. if necessary, instructing and supporting project partner organisations (PPO) in matters
relating to financial management so that they fulfil their contractual obligations
towards Welthungerhilfe and co-financers in accordance with the partner contract and
in an auditable manner.

2. Duties and area of responsibility
2.1. Duties with own area of responsibility
The main focuses of areas of responsibility are based on Welthungerhilfe's valid rules
and standards and project administrative process descriptions and progress reports.
The Finance Officer of the project is responsible for:
• Ensuring that project funds are correctly managed according to the specifications
of Welthungerhilfe and co-financers.
This includes: liquidity planning of project, fund requests, bank transactions,
bookkeeping, preparing of end-of-month accounts and of prompt financial
reports / the financial part of reports on expenditure of funds in cooperation
with Head of Finance in Country Office
• Ensuring that documentation of data, account assignment and bookkeeping entries
are carried out correctly in bookkeeping Software
• Ensuring costs are cleared internally within a project or between projects (correct
allocation of costs)
• Preparing documentation that Head of Project and/or PPO can assume budgetary
responsibility (expenditure and budget control)
• Preparing annual account documents in cooperation with Head of Project and
Head of Finance in Country Office
• Preparation of refunds/returns/final fund requests to donors
• Instructing, advising and supervising of local administrative staff
• Making purchases and awarding of contracts according to valid regulations (of
Welthungerhilfe and co-financers)
• Monitoring and correctly processing relief supplies and other equipment,
particularly in terms of compliance with import regulations, monitoring inventory
accounting, physical inventory inspections
• Correctly managing project inventory and vehicle fleet
• If applicable: Supporting PO implement project according to co-financing
agreement and Welthungerhilfe standards
2.2 Duties without own area of responsibility
• Supporting Head of Project prepare or revise project / co-financing budget in
terms of formal correctness
• Regularly informing Head of Project about the project's financial status
• Supporting the Head of Project with the liquidity planning of the project
• Checking of national law and the relevance for Welthungerhilfe
• Ensuring correct personnel management within the project. This involves in
particular: preparing and monitoring contractual standards for local staff
Job Description / Finance Officer_SG06 – page 4

• Preparing visits (journalists, staff from head office, representatives of co-
financers, etc.) and supervising visitors

• Fulfillment of any other tasks which are assigned by the management and
correspond in general with the character of this position

2.3 Specific Activities and duties of the position

To be filled in or described individually by the Country Director or immediate superior
1. Conduct monthly financial and compliance reviews, making first review of partners
reports. Ensuring that all administration (including HR, logistics and procurement
functionds) of partners is in line with operationalpolicies and procedures.
2. Prepare accurate and timely donor financial reports for assigned portfolioof awards,
grants, and contracts, one week before submission date for review by Head of Finance.
3. Ensure compliance to related policies and procudres as approppriateand sector best
practice standards.
4. Coordinate processing of journal entries and adjustmentsaffecting donor financial reports.
5. Reconcile, monitor for accuracy grant fund, receivables and payables balances.
6. Review and process fund requests.
7. Collaborate with Head of Finance in preparation of donor report mailings, which include
relevant cover letters, payment requests, explanation of actual to budget variances, requests
for no-cost extensions, or other communications asappropriate
8. Lead the review of partners budget and monthly reports to assure quality and accuracy

Experiences and Qualifications

III. Job requirements
1. Knowledge/ Qualifications
1.1 Professional/ formal qualification
Commercial training with additional qualification and several years' professional
experience or relevant professional experience
1.2 Job-related professional experience
2 to 5 years' professional experience working in the global South
1.3 Foreign language skills
Ability to communicate in a world language
1.4. Miscellaneous
Coordination and organisation
Financial processing of projects
2. Social skills
2.1 Social skills
Communicates and liaises with others

2.2 Capacity for teamwork
Ability to work in a team
2.3 Intercultural competence
Motivated and willing to take the initiative (determination)
Competent in intercultural communication
Good negotiating skills

3. Disciplinary Leadership of staff
None
4. Responsibility
Activity based on instructions, scope of action within the assignment

Skills Required

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