Position in the Organization

Type of function: Senior Officer

Job title: Senior Finance and Logistics Officer

Division: Finance/ Logistics

Employee’s first and last names XXX YYY

Line Manager: MENA Financial Contoller

Functional Link: MENA Financial Contolloer, MENA Logistics Specialist

Local Manager: MENA HR Ope

Salary scale level: 4ª

Activity rate:   100%

Supervises

Line management (direct): N/A

Functional link: N/A

Local link (if different from the line management): N/A

Workplace

Amman, Jordan

Overarching responsibilities “Main goals”

Under the direct management of the MENA Financial Controller, the Senior Finance and Logistics Officer supervises the Regional Office general finance and Logistics operations by controlling and verifying the accuracy and effectiveness in all the financial transactions, support the office procurement and logistics tasks and ensure its compliance with the country legal framework and sound accounting/logistics principles, TDH internal procedures, legal requirements and donor guidelines.

Specific Responsibilities/Context of “tasks”

Accounting

·         Control that all regional office payments are justified by adequate supporting documents, before preparing and processing.

·         Register all transactions in the accounting system accurately and on daily basis.

·         Register the accounting codes and budget allocations according to Tdh procedures.

·         Follow-up the regional office clearance of all advances on monthly basis.

·         Verify, and reconcile on monthly basis the regional office accounts payable and receivable.

·         Ensure the regional office supporting documentation is translated in English.

·         Ensure error-free regional office closure of accounting reports produced, Lead the delegation cash and bank reconciliation reports at the month end and year end and send it to HQ

·         Review, spot improvements in the regional office accounting systems, procedures, management, and provide recommendations to the line manager on the development of the finance department and contribute to the department setting goals process. 

·         Prepare and consolidate the regional office accounting closure and the cash and bank reconciliation reports at the end of each month.

·         Edit vouchers and archive with supporting documentation on daily basis according to Tdh procedures.

·         Carry out the regional office semi-annual & annual closures.

·         Manage the cash box of regional office accurately and ensure it is ready for spot check by the management all the time.

Cash management

·         Follow-up the regional office bank and book balances and anticipate the treasury needs.

·         Follow-up the partners installments payments, with ensuring the partners installment tracker is up-to-date, and coordinate with HQ for payment to partners.

·         Prepare the monthly regional office treasury requests and ensure timely sharing with the HQ.

Financial, and budget Management

·         Participate in the preparation of a monthly monitoring of budgets (FMT, BFU cycle, donors’ budgets and regional office budget) and financial equilibrium of the region, including supporting in analysis and feedback to budget holders and the regional SMT.

·         Participate in the meetings as delegated by line manager with the budget holders to review the projects budgets, analytical allocations, financial status.

·         Validate the PSR’’s & PAWR’s within her/his authorization limit, after checking budget allocations, and availability before committing expenditures.

·         Control the analytical allocations in Saga at the end of each month before closing.

·         Draw up the region financial reports in accordance with the donors reporting schedule and send it for validation from the HQ Financial Controller.

·         Alert, when necessary, but early enough on financial risks in the region.

·         Support in providing the necessary information needed for the budget proposal or budget BoQ.

·         Guarantee the confidentiality of the financial information.

Partners Follow up:

·         Review the regional projects partners financial reports and supporting documents and provide feedback as necessary.

·         Liaise with partners to ensure completeness, correctness, and accuracy of partners financial reports.

·         Review partners’ payment requests for compliance and ensure coordination with logistics and programme colleagues for their additional review of payment requests from the programmatic and procurement perspective.

·         Conduct monthly BFU meeting with partner.

·         Inform the budget holder of major budget fluctuations, significant overspending or under spending.

·         Participate in due diligence for new partners/needs assessment and capacity building for existing partners.

·         Participate in conducting financial trainings and follow up training for partners, provide advice and coaching to partners on specific issues related to partnership agreements.

Reporting and communication

·         Produce monthly report to the line manager in the department activities.

·         Participate in Donor and Internal Financial reports and send for line manager validation.

Audit, Compliance & Internal Control

·         Prepare audit requirements and respond to auditors’ requests as focal point during audits including the institutional and donors.

·         Ensure the compliance with the financial procedures of TDH, donors, and authorities before approval.

·         Check the financial reports and supporting documents and archive it in hard copy and on village according to Tdh procedures.

Logistic and Procurement.

·         Follow up on all procurement needs for the regional office.

·         Ensure all Tdh policies and procedures for procurement are followed and implemented.

·         Ensure procurement follow up tools are always updated and available.

·         Follow up of all contracts related to premises and other services related to regional projects.

·         Provide support to regional staff for movements and travel arrangements.

·         Follow up on needed maintenance for premises.

·         Ensure all safety requirements are in place for office.

·         Follow Tdh procedures for asset management and conduct regular inventories.

·         Report on missing and/or damaged assets using incidents reports.

·         Ensure proper asset sheets are documented and maintain copies of all asset tracking sheets are archived.

Skills

This function requires possession of fundamental personal, social and leadership skills (CPSLs), technical and methodological skills (CTMs) In particular:

• Strong organization and interpersonal skills
• Manage stress and emotions, ability to work under pressure.
• Ability to work in a multi-cultural environment and a good team player.
• Excellent knowledge of internal financial procedures and audit requirements, general accounting.
• Manage time and priorities, Ability to respect workplans and deadlines.

·         Knows and respects the rules and processes of the different domains concerning one’s activities

Required conditions

Training/Qualifications

Bachelor’s degree in accounting, finance or Business Administration

Experience

Minimum of 3 year of professional experience in a similar position

Languages                   

Excellent Arabic & English

IT know-how

Advanced in Office including excel proficiency, finance software