Job description: Finance Officer (Mano River Region)

Transcription

1 Job description: Finance Officer (Mano River Region) 1. General Job Title: Location: Reporting to: Responsible for: Finance Officer (Mano River Region) London, with occasional travel Finance Manager Financial reporting and administration Duration: Fixed term contract 5 days a week expiry 30 Sept Organisation information Conciliation Resources Conciliation Resources is an independent organisation providing practical support to help people living in the midst of conflict prevent violence and build peace. We provide advice, support and practical resources. In addition, we take what we learn to government decision-makers and others working to end conflict, to improve peacebuilding policies and practice worldwide. Conciliation Resources was established in 1994 and incorporated in 1996 as a company with charitable status. We currently have 50 full and part-time staff members, 4 of whom are based overseas. We have up to five office-based volunteers at any one time working across our teams. We work in partnership with local and international civil society organisations, mainly in seven regions: Eastern & Central Africa; West Africa; India-Pakistan (Kashmir); Colombia; Fiji; the Philippines; and the South Caucasus. Our funding is primarily through grants from governments, but also from independent trusts and foundations. General criteria Our staff operate in a spirit of programme partnership, which demands team-work and collaborative decision-making, transparency and mutual respect, integrity, personal initiative, creativity, political and interpersonal sensitivity and professional discretion. The Mano River Region Project Officer is expected to apply these core values to the work and develop them within the organisation. 3. Programme overview Conciliation Resources has worked in the Mano River Union (MRU) region since 1995, supporting civil society and government institutions to address threats to peace by promoting good governance, peaceful elections and community security across the region. Since 1996 Conciliation Resources has published 3 Accord issues on Liberia and Sierra Leone, documenting lessons from the peace processes, through local voices in the MRU Burghley Yard 106 Burghley Road London NW5 1AL UK +44 (0) (0) cr@c-r.org Conciliation Resources is a company limited by guarantee ( ) and a charity registered in England and Wales ( )

2 countries. From , Conciliation Resources worked with local actors in six border districts with the aim of contributing to their capacities in mediating local tensions and demanding accountability. Following this Conciliation Resources has conducted research work highlighting insecurities and the underlying drivers of the tensions in border communities across the MRU, which has led to Conciliation Resource and our NGO partners working in Guinea, Liberia, Sierra Leone and Cote d Ivoire supporting the formation of networks of local actors in border districts. The Project Goal: To promote peaceful resolution of local conflicts and tensions generated by the Ebola crisis and support improved governance in the border regions of Sierra Leone, Liberia, Guinea and Cote d Ivoire. The Project has five interlinking work areas: a) Crisis Response and Capacity building for conflict resolution in the Ebola context Conciliation Resources Programme Director and Project Manager will provide capacity building support for civil society partners and local actors and create linkages between officials and civil society actors for effective coordination of responses. b) Community sensitisation on managing social tensions arising from Ebola Sensitisation and awareness raising in border communities on peaceful ways to prevent and resolve tensions arising from the impact of the Ebola outbreak management. c) Dialogue and mediation for conflict prevention and resolution Creating spaces to facilitate dialogue within and between communities, between affected families and their communities, between communities and health workers, local government and security officials, and between border communities and the national governments. d) Early warning and policy dialogue Monitoring the emergency driven security situation in the border communities and the impact of official responses on local populations, and channelling this information to respective government institutions, Joint Border Security and Confidence Building Units, the MRU Secretariat and international actors. e) Monitoring, Evaluation and Learning Conciliation Resources will adapt its Monitoring and Evaluation (M&E) tools tailoring them to the specific context. The M&E and Learning unit will provide accompaniment and on-going support to ensure a systematised collection of data and evidence for effective reporting. 4. Job overview Job purpose To provide financial, accounting, administrative services and logistical support in the implementation of an EU funded project Facilitating a peacebuilding approach to insecurity generated by the Ebola crisis in the Mano River Union (MRU) border regions of Sierra Leone, Liberia, Guinea and Cote d Ivoire. To monitor financial activities of the project and project partners to meet internal and external reporting requirements. This project is supported by the European Union through its Delegation in Dakar (Senegal), and runs for 18 months from signing, with an expected start date in February 2015.

3 Scope and accountability The Mano River Region Finance Officer is a member of the Core and Operations team, which provides support to all parts of Conciliation Resources in the areas of financial management, personnel (HR) management, fundraising, information and communications systems, organisation development and general environment. The Finance Officer will support the efficient upkeep and smooth running of the project financial systems. The role sits within the Core and Operations team, and is line-managed by the Finance Manager. The postholder works closely with the Mano River Region Project Officer and West Africa Programme Director, and takes part in team meetings. 4. Specific responsibilities and tasks a. Finance and financial systems Implement financial regulations and accounting procedures ensuring effective and accurate data entry and retrieval Maintain accurate financial records Process payments, receipts and other deposits, following the established accounting procedures. Ensure all transactions are properly coded and recorded, file all paperwork in appropriate files whether electronic and/or hard copy Assist partners to compile budgets and financial reports based on templates and submit these for approval by the Programme Director, liaising with the Finance team, Project Manager and partners to resolve issues Provide support and training to partners to contribute to enhancing their understanding of our financial processes, this is likely to be delivered in-country Prepare and process trip financial reports, transfer requests, travel advance requests and other programme expenditure documents, ensuring appropriate backup and coding Process partner and project financial reports and budgets, ensuring they are submitted in an accurate and timely manner, with the necessary supporting documentation Process invoices and expenses claims from project staff, consultants and service providers. Coordinate the project s financial transactions, cash and wire transfers to partners, requesting foreign currency and monitoring cash flow and balances held by partners Ensure that lists of project and ledger codes are kept up-to-date and distributed to partners Assist in the preparation of accounts for internal and external audit processes b. Filing and administration Maintain proper physical and electronic files and folders including current and archived information to enable retrieval of information Process, track and maintain accurate and detailed records of all local and international money transfers relating to the project according to our financial regulations and procedures c. Communications Inform staff and project partners about the financial procedures and systems to ensure compliance in the use of financial templates and reporting requirements

4 Assist in the induction of new staff members by explaining the relevant financial processes and procedures for the project Contribute to the development and maintenance of project financial systems and processes d. Administrative support Attend external events and internal meetings on behalf of the project and, if necessary, provide feedback to the rest of the team Support the Project Officer with logistical arrangements for events, (taking place in London, the region or elsewhere) and negotiate with service providers for accommodation, facilities, food and equipment e. Other needs, ensuring that Conciliation Resources Value for Money policy is adhered to Participate in line management, annual appraisals and keeping the BreatheHR Information System up to date Participation in team and internal meetings or working groups Performing other duties and tasks, consistent with the skills and expertise of the post-holder, as required in non-routine circumstances 5. Person specification Knowledge Professional / academic qualification in accounting such as AAT or CAT, or progress towards. Proficient knowledge of an accounting system Proficient knowledge of MS Office (excel) and database software Good knowledge of administrative and financial procedures and information management systems Experience Experience of undertaking a range of financial administrative duties including data input and retrieval Experience of working on a specific donor funded contract and understanding complex reporting requirements Experience of working in an administrative and support position Experience of working remotely with partner organisations Experience of working on own initiative and managing competing demands Skills/attributes Excellent spoken and written English and a good working knowledge of French Strong organisational skills including planning, developing, implementing and maintaining financial administrative systems Excellent computer and IT skills, preferably in a Mac environment including Excel and Word Excellent numeracy skills with the ability to operate financial systems with accuracy Accuracy and attention to detail Good problem solving skills/innovative Ability to work quickly and accurately to tight deadlines Excellent verbal and written communication skills Ability and willingness to travel to West Africa

5 Willingness to be self-servicing, with a proven ability to work as part of a team as well as independently December 2014