Program Finance Officer (m/f)

Description

• Internal Job Grade - D2
• Reporting to - Program Manager or Program Coordinator
• Functional managed by Head of Finance & Support and Program Manager
• Staff reporting to this post - Admin Officer’s regarding expenditure approval process
• Locations - In a program team/unit
• Shaping a stronger Oxfam for people living in poverty
• Job Purpose: To ensure the implementation of assigned projects is in compliance and adherence with Oxfam Financial Reporting guidelines and procedures and within donor requirements

Duties

Program Reporting and Management - 40%

• Provides regular management information on the financial status of the assigned program funding arrangements, including the preparation of the monthly funding report and analysis
• Reviews program grant budgets, activity plans and partnership agreements regularly to ensure compliance with Oxfam requirements, policies and procedures
• Ensures that the program reporting financial deadlines are met for CO, implementing partner and PA
• Monitors for the assigned partner that the program is implemented within budget, conform donor contract, in a cost effective and efficient way and that reporting adheres to Oxfam requirements
• Leads in financial monitoring compliance with Oxfam’s contract management policies and procedures through setting up and implementing appropriate systems and tools, and report exceptions
• Checks and appraises the financial aspects of specific projects on internal and external risks and opportunities; communicates on the findings with the PM and /or PC and counterparts, and makes proposal on the (method of) financing
• Manages and timely updates the project information in SAP
• Prepares and consolidates donor financial reports that includes Oxfam transactions and implementing partner
• Monitors project expenditure and activity and reports about deviations and comes with pro-active solutions to prevent and act upon under and over expenditures
• Is compliant with Oxfam financial and administrative policies and requirements, donor specific requirements, country accounting principles

Donor Reporting and Management - 30%

• Provides financial advice and figures for the development of donor proposals, budget submissions and other necessary activities to secure funding for program objectives
• Prepares, organize and provide input to Audits and external evaluations/finance assessment as part of the Finance systems in place
• Draws up the budget for (externally funded) project proposals on the basis of the intended project activities.
• When a project is approved: prepares the financial management reports in line with the standards of the back-donor(s), including a (first) analysis, and submits them to the project leader for his/her approval
• When a project is approved: prepares the financial management reports in line with the standards of the back-donor(s), as well of monitor reporting Schedule in coordination with each partner intervenient of the program

Partner Management and Capacity Building - 30%

• Develops and implements a detailed plan for building the business services capacity of partner organizations, specifically related to financial and funding management procedures. This will include needs assessment, capacity building approach and delivery plan including tools and methodologies, performance standards, and evaluation approach
• Provides on job training, coaching and capacity building to partner organizations to develop Finance and business support expertise
• Ensure that partner organizations work in accordance with agreed Oxfam acceptable standards and objectives/priorities
• Conduct regular performance assessments and reviews of partner organizations, including undertaking audits, to ensure that the capacity building program is delivering agreed results, making necessary adjustments as circumstances change
• Initiates regular meetings with partner organizations to ensure that the working relationship between them and Oxfam is positive, open and conducive to the successful achievement of agreed objectives
• Conducts regular monitoring visits to partner organizations to fully understand the context and operating environment to ensure that timely effective support is provided, reports on deviations to management
• Ensure partner related documentation is properly filed both physical and electronically
• Adapt and maintain for each partner organization an effective partner grants and reports monitoring system, ensuring adherence to Oxfam policies and procedures on partner management
• Checks and appraises the financial reports and audits of counterparts; communicates on the findings with the PM and /or PC and counterparts, and where necessary makes proposals for follow-up Checks and appraises together with the programme officer the organizational structure, the (financial administrative) capacity and the used management systems of the counterparts. If necessary, makes proposals to counterparts and/or works out ideas for their improvement and strengthening Contributes to the drawing up and implementation of the annual (partner) contract, and makes proposals for approval and spending targets. Monitors periodically the approvals, spending and performance at country level and revises the (financial) planning where necessary. Records this in the management information systems

Requisites

• Relevant academic degree in financial management, commerce, economics or related field
• Significant knowledge and experience of all core financial management activities, including accounts payable, accounts receivables, cash management, budget development, statutory requirements (particularly related to Mozambican standards)
• Good knowledge and experience of managing donor grants or donor funded programmes
• 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
• Ability to identify financial risks, use proactive approach to identifying and resolving problems and suggesting
• improvements that continuously seek to provide a better service to Oxfam. Strong attention to detail Proven experience or potential to work with partner
• Fluency in English and Portuguese verbally and in writing
• Strong numeracy skills and experience using a computerized financial management information system (knowledge on pastel is preferable) and good computer skills (Excel especially, Word)
• Good personal communication skills, in written and verbal Portuguese. English knowledge is advisable
• Ability to represent Oxfam in a professional and competent manner
• A high level of self-awareness, personal energy and flexibility
• Ability to work creatively, effectively and under pressure
• Be a team worker
• 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

Key Behavioural Competencies

• Humility: We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization
• Relationship Building: We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization
• Listening: We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences
• Mutual Accountability: We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner
• Self-Awareness: We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes
• Enabling: We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support

Notes

• Only shortlisted applicants will be contacted
• All offers of employment will be subject to satisfactory references and may be subject to appropriate screening checks, which can include criminal records and terrorism finance checks
• Oxfam is an equal opportunities employer; we are committed to ensuring diversity and gender equality within our organization