Regional Finance officer
IFRC
Total years of experience :9 years, 0 Months
This is a temporary Job where i fulfill the following:
• Identify missing and non-compliant
documentation and inform the Finance Delegate/ Manager regarding any irregularities.
• Ensure contractual compliance as part of the voucher verification, including checking against existing contracts, payment schedules and compliance with taxation terms
• Issue voucher clarification sheets summarizing the findings, and share it with the respective country financial teams
• Input Data into FundsPro financial system in an accurate, efficient & timely manner.
• Verify the un-booked vouchers received from countries and record them in the FundsPro accounting system.
• Autonomously follow up with the country financial teams on findings of voucher clarifications and ensure necessary actions have been taken, including collecting additional explanations or missing documentation
• Check and verify the Budget Line, Items used, booking dates, and booking descriptions of pre-booked vouchers. Inform the finance delegate/Manager in case of inconsistencies.
• Analyze CBAs and ensure they are allocated to the correct cost center and budget line and in line with GRC compliance rules and guidelines.
Petty Cash Transactions
• Responsible for all aspects of petty cash management, receipts into and payments out of petty cash, including ensuring that all transactions are correctly authorized and fully documented.
• Monitor the petty cash balances, and advise on any replenishment needs
• Daily cash counts and reconciliation of journal balances
• Preparation of the monthly cash count and obtain the required management signature for cash box.
• Facilitating bank transactions including cash withdrawals, cash deposits, check deposits, collection of bank statement, etc.
Administrative Tasks:
• Perform translation of key information as required on vouchers, CBAs, quotations, contracts and agreements etc before documents are submitted to Berlin.
• Ensure proper archiving of all validated accountancies
• Sort and compile payments accrued by GRC MENA RO with countries’ accountancies.
• Ensure that originals are securely packaged/ labeled, and sent to Berlin on a timely manner.
-Prepares the annual budget and its amendments. Registers and updates the authorized budgets in the system;
-Reviews and ensures eligibility and accuracy of invoices, debit notes, credit notes, missions advances, missions
claims and other reimbursements requests received from internal and external parties;
-Registers/creates orders in the Financial Report Management tool by ensuring the chronological receiving dates
of invoices and receipts;
-Creates payment/revenue records when payments become due by ensuring correctness of budgetary, nonbudgetary
and analytical codes. Review and ensure that required supporting evidences are attached to the payment/revenue
orders before submitting to relevant financial actors as per the financial circuit;
-Prepares bank and petty cash disbursements to ECHO staff and suppliers. Ensure that recipients acknowledge
receipt of the payments and receipts are properly issues to ECHO;
-Reviews the draft monthly financial reports before closure to ensure consistency and accuracy of financial
transactions. Prepares adjustments transactions if needed. Perform bank and petty cash reconciliations and
submit the data file before closing to Administration & Finance Coordinator for review;
-Performs monthly financial closures and prepares reports as well as annexes as per ECHO procedures;
ALayal MAKHOUL Job Opening ID: 159914 Application Date: 19 July 2021
APrinted On: 13 July 2022 Page 4 of 11
-Reviews and ensure that all outstanding non-budgetary accounts are correctly brought forward from the previous months;
-Follows-outstanding cash advances and mission claim regularizations;
-Prepares the calculations and follow-up and collect cash from staff, within appropriate timeline, for private usages of
telephone, fax, vehicle and airfare for the portion due by the staff in the case of mission combined with leave;
-Calculates the allowance for arrival and departure temporary accommodation for TAs;
-Conducts cash count at least once a week to reconcile cash balance;
-Checks the calculation of medical reimbursement and proceed with the payment;
-Assists in the recruitment process from publication of vacancies till signature of employment contract;
-Prepares employment contracts of locally contracted personnel;
-Carries out payment of salaries and overtime to all ECHO locally contracted personnel;
-Maintains an overview of expatriate staff's visa and residence permit situation, and makes necessary applications;
-Maintains national personnel files, follow-up employment contracts amendments and termination of employment contracts;
-Prepares monthly salaries list/salary slips;
-Follows-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report;
-Follow-up Medical/Accident insurance;
-Carries out the training, briefing and welcoming of newly recruited personnel.
-Plays an active role in procurement of administrative property and various kinds of expendable supplies necessary for the
smooth functioning of ECHO offices within the said area by foreseeing needs and proposing solutions;
-Maintain records and files of lease, service, maintenance and insurance contracts follow-up lease contracts and service
contracts;
-Manages vehicle taxes and insurance;
-Ensures timely provision of goods and services for office and projects following established procedures;
-Coordinates exemption requests/approvals and ensure compliance of suppliers and follows-up VAT reimbursements status
with the EU Delegation;
-Maintains the electronic filing structure under the in liaison with IT Coordinator for arranging file permission (read and write)
and structure revision (new folder/s);
-Maintains and updates administrative and financial files with necessary confidentiality where required;
Review local organization system and prepare financial manual
-Monthly follow up email reminders to Contractors to ensure timely submission of invoices, timesheets, and financial
reconciliations, no later than 1 week prior to the invoice and deliverable submission due date.
-Draft Contracts and request for contracts for review and approval by Team Leader before submitting to DAI.
-Sift CV and prepare candidates matrix for shortlisting for review of the hiring committee.
-Note taker for all hiring processes.
-Keep record of procurement and hiring processes.
-Plan day to day office administrative, procurement, and maintenance requirements in compliance with Project Internal
Procedures Manual
-Liaise with vendors to request quotes and procure office supplies, services, and equipment in compliance with the Project
Internal Procedures Manual and DAI Schedule of Approvals
-Maintain up-to-date Asset and Inventory Registers and submit to Finance and Operations Director (FOD) for periodic review.
-In conjunction with the FOD, perform and document a physical review of Project Assets and Inventory to confirm compliance
with DFID Asset Guidance, by the last work week of the Fiscal Year
-Update Security on weekly movements and logistics with Program Staff and Consult-ants travel details for review by the FOD
-Submit updated weekly movement sheet to the security team each Friday.
-Ensure timely update of shared Administrative and Financial folders and files including: All Consultants Fee Rates,
Education, and Experience spreadsheet; Consultants CVs; Vendor Contact Details etc.
-Prepare administrative financial tasks including flight and hotel bookings, staff advances and settlements.
-Ensure safe off-site storage of weekly back up of up to date electronic files on the project local areas network
ALayal MAKHOUL Job Opening ID: 159914 Application Date: 19 July 2021
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-Act as the point of contact for Vendors, Consultants, and other key stakeholders.
-Periodically review and recommend updates to administrative systems to ensure efficiency.
-Ensure TAMIS(database) is updated and effectively used by the team
-Review and analyze grant final expenses
-Correspond with WV Germany and WV Switzerland ( the coordinators), donors and Hub Grant Finance Managers regarding
project income (transfers from SO), expenditure and reporting..
-Ensure accurate coding of expenses and full compliance with WVI internal and donor requirements.
-Ensure that EU donor regulations are complied with in all grant transactions and processes; keep the Chief of Party and
WVGER finance focal points informed on all major compliance issues/challenges while taking the necessary corrective steps.
-Coordinate the audit conducted for this Grant
-Prepare final report for donor
-Ensure that grants reports from individual countries are discussed with the Country Leads and the Chief of Party and passed
to WVGER within the required time schedules. Respond to respective queries in relation to these reports from support offices
and through Country Leads to donors
-Review and analyze grant expenses and variances to advise the stakeholders on expenditure trends and potential issues.
-Correspond with WV Germany and WV Switzerland ( the coordinators), donors and Hub Grant Finance Managers regarding
project income (transfers from SO), expenditure and reporting..
-Be a key player in the issues of grants / projects accounting and management to ensure accurate coding of expenses and full
compliance with WVI internal and donor requirements.
-Draft a finance manual to match with donor, World vision and parties system
-Ensure that EU donor regulations are complied with in all grant transactions and processes; keep the Chief of Party and
ALayal MAKHOUL Job Opening ID: 159914 Application Date: 19 July 2021
APrinted On: 13 July 2022 Page 6 of 11
WVGER finance focal points informed on all major compliance issues/challenges while taking the necessary corrective steps.
-Develop and maintain good professional networks with the Grant Finance Managers,
-Assess Consortium members financial systems and procedures through field visits and regular communication / sharing of
relevant documentation
-Provide support to partners based on needs identified
-Respond to partners inquiries on any financial matters related to the project
-Scale up to Hub Grant Finance Managers and WVGER finance focal points any needs that require a specific attention
-Support sharing of best practices
-Identity and draw lessons learnt
-Coordinate the audit conducted for this Grant ( by KPMG)
-Assist in any changes or redesigning of the budget
-Follow up on parties funds and transfers
-Approve Pre-requisition form( procurement tool) after making sure of accurate coding and budget availability
-Review and approving contracts
-Release payments after detailed review of payment requests with associated invoices and other supporting documents for
accuracy, completeness and conformity with the correct budget category and under the correct project code and line and
make sure that the procurement and financial policies are well followed
-Make sure that all supporting documents are attached to the vouchers
-Collect monthly cash request and review it with the cash flow
-Prepare monthly report comparing budget to Actual
-Reconcile general and subsidiary bank accounts by gathering and balancing information.
-Prepare data entries of transactions (cash or credit purchases, journal voucher, payment or received vouchers...) and send it
to system
-Process and perform data entry for budget and budget adjustment requests
-Monitor budget transactions to identify potential problems.
-Prepare petty cash replenishment
-Sit with coordinators and project managers, and give needed assistance to review financial reports, draw their attention to
variances and give advises on action needed
-Conduct training and capacity building for new staff on our system ad financial system
-Perform spot checks, to verify logs are in compliance with mission and field visits
-Track agreements end terms and coordinating with HR on their renewal
-Approve Pre-requisition form( procurement tool) after make sure of accurate coding and budget availability
-Release payments after detailed review of payment requests with associated invoices and other supporting documents for
accuracy, completeness and conformity with the correct budget category and under the correct project code and line and
make sure that the procurement and financial policies are well followed
-Perform spot checks, to verify logs are in compliance with mission and field visits
-Make sure that all supporting documents are attached to the vouchers
-Collect monthly cash request and review it with the cash flow
-Prepare with coordinators for the training related to child protection and gender
-Perform admin task including coordination all office meetings and writing minutes of meeting, maintain supplies as needed,
raise request and procure goods and services etc..
-Prepare monthly report comparing budget to Actual
-Reconcile general and subsidiary bank accounts by gathering and balancing information.
-Prepare data entries of transactions (cash or credit purchases, journal voucher, payment or received vouchers...)
-Process and perform data entry for budget and budget adjustment requests
-Monitor budget transactions to identify potential problems.
-Prepare petty cash replenishment
-Sit with coordinators and project managers, and give needed assistance to review financial reports, draw their attention to
variances and give advises on action needed
-Participate in preparing Annual budgets or redesign budgets, collect information from concerned departments, consolidate
and finalize it in indicated templates
-Release payments after detailed review of payment requests with associated invoices and other supporting documents for
accuracy, completeness and conformity with the correct budget category and under the correct project code and line and
make sure that the procurement and financial policies are well followed
-Make sure that all supporting documents are attached to the vouchers
-Collect monthly cash request and review it with the cash flow
-Prepare with coordinators for the training related to child protection and gender
-Perform admin task including coordination all office meetings and write minutes of meeting, maintain supplies as needed,
raise request and procure goods and services etc..
ALayal MAKHOUL Job Opening ID: 159914 Application Date: 19 July 2021
APrinted On: 13 July 2022 Page 8 of 11
-Prepare monthly report comparing budget to Actual
-Reconcile general and subsidiary bank accounts by gathering and balancing information.
-Prepare data entries of transactions (cash or credit purchases, journal voucher, payment or received vouchers...)
-Process and perform data entry for budget and budget adjustment requests
-Monitor budget transactions to identify potential problems.
-Prepare petty cash replenishment
-Visit partners on a monthly basis, to check their reports and documents, make sure it s matching with both, donor and WV
financial and procurement policies
-Release payments for partners as per agreements after checking and approve their balance
-Sit with coordinators and project managers, and give needed assistance to review financial reports, draw their attention to
variances and give advises on action needed
-Participate in preparing Annual budgets or redesign budgets, collect information from concerned departments, consolidate
and finalize it in indicated templates
-Perform spot checks, to verify logs are in compliance with mission and field visits
-Release payments after detailed review of payment requests with associated invoices and other supporting documents for
accuracy, completeness and conformity with the correct budget category and under the correct project code and line and
make sure that the procurement and financial policies are well followed
-Make sure that all supporting documents are attached to the vouchers
-Collect monthly cash request and review it with the cash flow
-Perform admin task including coordination all office meetings and write minutes of meeting, maintain supplies as needed,
raise request and procure goods and services etc..
-Prepare monthly report comparing budget to Actual
-Reconcile general and subsidiary bank accounts by gathering and balancing information.
-Prepare data entries of transactions (cash or credit purchases, journal voucher, payment or received vouchers...)
-Process and performing data entry for budget and budget adjustment requests
-Monitor budget transactions to identify potential problems.
-Prepare petty cash replenishment
-Visit partners on a monthly basis, to check their reports and documents, make sure it s matching with both, donor and WV
financial and procurement policies
-Assist partners in their recruitment processes and guide them on new tools to be implemented for more transparency.
-review attendance sheets and compare it to expenses.
-Release payments for partners as per agreements after checking and approving their balance