Finance & Administration Post. IDLO NGO

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Finance & Administration Officer Job At International Development Law Organization

Under the direct supervision of the Regional Program Coordinator, East Africa – HIV/AIDS and Gender, and in close coordination with the Program Associate, the Finance & Administration officer is responsible for the overall financial administration & reporting of the IDLO HIV/AIDS and adolescent girls and young women (AGYW) program in East Africa.

With delegated authority, the Finance & Administration officer will be responsible for the following main duties:

Finance & Administration Officer Job  Responsibilities

  • Financial management of core IDLO project expenditures:
  • Monitor the implementation of program activities according to approve project documents, ensuring that appropriate control reporting structures are maintained in accordance with IDLO Rules and Regulations and/or donor requirements;
  • Act as focal point for financial issues relating to the program;
  • Ensure the timely preparation and submission of all financial information, reports and documentation to Headquarters, including monthly project financial forecast, year-end closing of books etc;
  • Assist in preparing the annual budgets, assess financial plans & reports in coordination with the IDLO Regional Program Coordinator and relevant IDLO departments;
  • Facilitate the work of external auditor;
  • Administer and manage the logistics, communication and (where needed) contracts with various service providers, such as travel agents, hotels, office suppliers, etc. Financial management of sub-projects funded under the HIV/AIDS and AGYW program and executed by implementing partners:
  • Act as the first point of contact for financial officers of Implementing Partners with regards to questions pertaining to sub-projects;
  • Review, analyse and assist in the preparation of cost estimates and budget proposals related to the program;
  • Conduct, in close coordination with Regional Program Coordinator, organizational assessments and regular spot checks assessing risks and quality of implementing partners’ internal processes.
  • Ensure, in close coordination with the Regional Program Coordinator, that program funds are made available when needed, and are disbursed properly in a timely fashion following IDLO procedures;
  • Monitor expenditures, and advise the Regional Program Coordinator regularly whether expenditures are in accordance with the program document and/or existing program work plans;
  • Ensure accounting records and supporting documents are properly kept and required financial reports are prepared, with appropriate analysis of expenditures and issues in disbursement;
  • Ensure financial operations are transparent and comply with IDLO financial procedures/ regulations;
  • Develop and implement, in close coordination with Regional Program Coordinator, monitoring and evaluation (M&E) mechanism for the program’s financial activities; Ensure monitoring, evaluation and audits are undertaken as per IDLO standards & guidelines;
  • Prepare program financial progress reports against set targets and indicators, with an analysis of evidence of progress towards budgets;
  • Where needed provide coaching, guidance and feedback to implementing partners to ensure proper financial management of sub-projects;
  • Keep the Regional Program Coordinator updated regularly on developments and challenges in the financial reporting and implementation of the projects.
  • Administrative management
  • Provide logistical support to Programs’ activities;
  • Coordinate and ensure smooth implementation of and adherence to logistic and security procedures;
  • Support all IDLO procurement related activities and act as focal point for HQs procurement office;
  • Keep track of any contractual agreements, and assist users with contractual rights and obligations;
  • Serves as the primary point of administrative contact and liaison with other offices, individuals, sub-grantees, and institutions on operational matters concerning the Program

 

How to Apply

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