Finance Officer -Partner/Budget/Reporting and Compliance

TitleFinance Officer -Partner/Budget/Reporting and Compliance

TEAM/PROGRAMMEZambia Finance Team

LOCATIONLusaka

GRADE: NAT 4

POST TYPENational

Safeguarding :

Save the Children does not tolerate any form of exploitation, abuse, or harassment against any person. It is the responsibility of all employees and representatives to protect all people who come in contact with our organization. Save the Children commits to applying the same standards to all its employees and subject them to the same processes regardless of their position, influence, or reputation within or outside of the organization.

Diversity, Equity & Inclusion

Save the Children International’s Diversity Policy, aims to promote equal opportunity in employment and to ban any kind of discrimination based on sex, age, social class, disability, HIV status, religion, race and ethnicity.

ROLE PURPOSE

To implement financial procedures and policies of Save the Children and be responsible for preparing financial statements, maintaining cash controls, maintaining accounts payable and processing of payments under the awards. The Finance officer will also be responsible for the overall award budgeting, donor reporting, financial and partner compliance aspects. The post holder ensures high quality services to Partners are in line with SCI Policies and Procedures.

SCOPE OF ROLE

Reports toFinance Coordinator.

Staff directly reporting to this postNone.

Budget responsibilityNone

KEY AREAS OF ACCOUNTABILITY

Budget Preparation, Management and Monitoring

• Responsible for the overall day-to-day activities of budgeting, donor reporting and Partnership unit.

• support the development of cost proposals for new programs as well as for existing grant modifications by ensuring all relevant stakeholders are involved in the budgeting process.

• Maintains information on budget availability for all grants.

• Ensures budgets in BVA report are updated on a periodic basis.

• Produces high-quality Budget vs. Actuals (BvA) analyses to support budget holders in their budget management.

• Participate in monthly budget monitoring meetings, identifying any areas of slow or fast burn rates or other challenges. Ensures all follow actions are addressed after the BvA meetings.

• Provides advice/training to budget holders on budget management and budget phasing

Partner/ Contract Management

• Advises budget holders on how best to utilise a programme’s funding portfolio.

• Ensures donor regulations are communicated to all staff and that all activities meet donor requirements.

• Ensures all donor financial reports are submitted in a timely fashion without any delays.

• Lead on award close out processes and reconciliation (financial aspects only).

• Collects and reviews financial reports from partners and ensures they are of quality and compliant with donor regulations.

• Provides capacity strengthening of partners to meet donor rules and regulations.

• Monitors the financial performance of the partners and ensures they are compliant with donor rules and regulations.

• Submit timely quality reports for donor reporting.

Sub-award management

• Responsible for the financial aspects of partnership management.

• Reviews potential sub-grantees’ proposals and budgets.

• Participates in the process of awarding sub-grants/sub-contracts.

• Organize/provide necessary technical assistance/capacity building trainings to cover finance capacity gaps identified.

• Reviews sub-grantees / sub-contractors financial reports and ensure all variances between the budgets and actuals have been properly explained.

• Conducts field visits to sub-grantees to check the financial report supporting documents.

• Ensures compliance with all donor requirements and advises budget holders on compliance issues.

• Ensures donor regulations are communicated to partner staff, and all activities meet donor requirements.

• Lead on sub-award and sub-award close out processes and reconciliation.

• Monitors the financial implementation of the Project by partners and troubleshoots and remedies issues arising.

Compliance

• Ensures compliance with all donor requirements and advises budget holders on compliance issues.

• Ensure all payments to Partners are correctly coded, approved and support documents attached.

• To provide financial analysis on Partner advance payment and expenditure on a monthly and advice to the Project Team in a timely fashion in any Partner is lagging behind in terms of Liquidation (e.g. inform Project Team of potential problems and issues requiring discussion and /or action)

• Accountable for implementing SCI Zambia Country office finance manual and strengthen internal control systems accordingly as regards Partner management.