The Finance and Administration Officer will be responsible for managing subgrants and contracts, reviewing project budget and ensuring timely submission of reports to the donor, management and consortium partners. S/he will be responsible for daily grant management of the program and ensuring appropriate systems and support mechanisms are in place to track, analyze and report on results, as well as engagement with program managers and teams to ensure grant compliance. S/he will assist the finance manager and works with finance controller in all aspects of the office to allow the smooth daily performance of finance activities, as well as coordination with other office staff on various aspects or project finances.
Duties And Responsibilities
- Tracking project expenditure and performance against the thresholds outlined in the contracts or agreements.
- Reviews and analyses monthly budget vs actuals reports for the project recommending appropriate action to address low and high burn rates.
- Primary responsibility for maintaining the project files for WFP Urban Resilience project, including agreement, amendments, reports etc.
- Realignment of project budgets in liaison with the Team Leader and submitting to the Finance Manager for review.
- Preparing an agreed consolidated periodic donor project financial report before the agreement deadline and submitting to the Finance Manager and the Program Manager for review before submission to the Donor.
- Prepare cash and bank payments vouchers and entering of transactions into Navigator.
- Works with Finance Manager in the month end accounting close processes.
- Assists in the maintenance of all accounting records, ensuring that records are complete, accurate and safeguarded.
- Monitor cash and bank balances and coordinate monthly cash flow requests; prepare consolidated country cash flow requests for review by Finance Manager and submission to HQ.
- Assist the Finance Manager in responding to audit inquiries.
- Conduct sub-grantee pre-award assessments and recommend modifications to the subgrant agreement and/or monitoring plan to lessen financial and compliance risks.
- Assist in the preparation and review of sub-grant agreements.
- Provide on-going training and support to sub-grantees in Mercy Corps sub-grant financial procedures and assist in conducting formal sub-grantee training workshops.
- Review sub-grantee financial reports for correctness and completeness and ensure that reports are submitted on time.
- Assist in sub-grantee site audits and prepare site visit reports.
- Follow up on all sub-grant compliance issues and audits and document resolutions.
- Maintain sub-grant tracking as well as financial files in accordance with the Field Finance Manual.
- Process sub-grantee payments and reconcile sub-grant financial tracking to general ledger reports.
- Assist in sub-grant close-outs ensuring that all requirements of the sub-grant agreement have been met and that sub-grant funds have been properly settled.
The Finance and Administration Officer is expected to conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
Qualifications And Experience
- At least 7 years’ experience in managing finance and administration in the non-governmental sector and familiarity with donor regulations and administrative procedures in the implementation of UN/EU/DFiD funded projects.
- A university degree in accounting is required.
- Demonstrated competency with computerized general ledger software.
- Advanced computer skills in MS Office programs, particularly Excel.
- Prior management experience and strong organizational skills.
- Excellent oral and written English skills.
How To Apply
To apply, please send one document that includes your cover letter describing your interest, qualifications, contactable references, and your CV to Mercy Corps Human Resources at email@example.com by COB 28 March 2022. Applications should be clearly marked with the position applied for in the email subject line.
Mercy Corps is an equal opportunity organization and encourages both female and male candidates to apply. Only shortlisted candidates will be contacted. Applicants will be considered on a rolling basis and shortlisting will proceed as applications are received.