Finance & OperationOFFICER

(Fair Finance Asia Project)

Annual Salary and Benefits -
Internal Job Grade - / D1
Contract type - / Fixed term contract
Reporting to - Finance & Operation Manager
Staff reporting to this post - / None
Location - / Based in Phnom Penh with frequent travel to the region – Japan, Indonesia, India, Thailand, Philippines.
Annual Budget - / TBC

Shaping a stronger Oxfam for people living in poverty.

Background

The FAIR FINANCE ASIA program will be started in January 2018 for a period of five years. The Project aims a sustainable financial sector in Asia, with financial sector institutions operating at national and regional level being more transparent and accountable and adhering to ESG criteria.

Purpose

The support officer will support and help realize Oxfam Novib’s funding and donor relations’ strategy by providing support in meeting institutional donor funding and compliance requirements. To provide financial and risk management, as well as operational supportto FFAProgram implementation (a five-year regional programme worth EURO 6.66 million). Key Responsibilities

Working directly to the Program Contract Manager and with overall responsibility for the financial management and for providing operational support to FFA, the Finance Officer will:

Financial Management Responsibilities:

Develop a financial management framework forthe implementation of the grant and partnership agreements with Oxfam Country offices and partners from all five countries – Cambodia, Indonesia, Japan, India, Thailand, Philippines – as well as Asia Regional, in line with Oxfam financial policies and procedures.

  • Manages the day to day operational financial activity for the regional FFA budget;
  • Coordinate with staff / partners at the level of the region and all five FFAcountries, usingdifferent financial systems
  • Ensures effective flow of relevant financial information between programme managers in Oxfam offices and programme partners and counterpart organisations, maintaining and updating online accessible information (COMPASS);
  • Collection and processing of financial reports from partners at regional and country level and collating them in the appropriate form, integrating into one single financial report to be submitted to SC and The Hague Office
  • Consolidate and preparefinancial reports into a format acceptable to Oxfam Novib and the back donor. Support external program auditing
  • Participate in the selection of partners, eensuring a proper, documentarized partner assessment, ensuring their sound financial management capacity with systems in place that meet generally accepted financial practices compliant with national laws and regulations.
  • Analyze financial aspects including financial reports, variance on budgets, grant management, partnership agreements, control mechanismsand financial audits ensuring proper accountability and transparency.Coordinates with staff / partners at country and regional level to analyse reasons for variance, liaise with and provide feedback to contract manager. Addressed variances between budget/forecast and actual expenditure; propose measures to Progr Contract Manager.
  • Monitor partners' financial management systems, as well as the implementation of project activities and outcomes in close collaboration with the Project Manager. Conduct monitoring visits to partners to check financial and audit reports and the status of their project activities.Overall budget monitoring of the FFA program
  • Carry out six monthly compliance checkswith FFA partners and their activities and provide written reports to the Project Manager.
  • Generates & circulate budget monitoring reports, variance analysis, interpretation of financial information, forecasts, project spending and any other ad hoc reports as required to country leads, program managers,Oxfam Novib in The Hague and to the back donor, SIDA.

Operational Management Responsibilities:

  • Review % allocation of salary and other benefit cost charged to the programme, collect timesheet, and contact with HR and finance teams in terms of change in % of allocation.
  • To prepare, in the framework of the project cycle of ONL or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection), etc. for the smooth and effective program implementation.

To arrange and monitor the administrative processes of the programs and externally funded projects, in line with ISO procedures and back donor requirements; to signal deviations within the different processes and remind the relevant staff members of this;

To arrange the processes, registration and filing of the documentation and correspondence of the (core) processes, in line with applicable procedures and with the help of the automation systems;

  • As per requested, assist in organizing meeting, workshop and other learning event for the project in different countries. Capturing the content of those event and reporting to the required management system.Supports the Contract Management to develop budgets for the programme and funding proposals;

Qualifications:

Essential

  • A minimum of five years of experience using multiple project financial management systems,with a proven track record of management, preferably with international organisations;
  • A good understanding of development issues in South and Southeast Asia;
  • Abachelor degree in Finance, Accounting and/or Business Administration, or equivalent combination of education, training and experience.;
  • Good knowledge of accountancy software and excellent computer skills;
  • Solid working experience with Management Information Systems,
  • Excellent inter-personal skills and a good team player able to work in multi-cultural environments;
  • Flexible and able to work independently and under pressure;
  • Able to travel frequently and for long periods of time;
  • Fluent in English (reading and writing).

Desirable

  • Experience in designing and conducting finance trainings;
  • Leadership & negotiating skills;
  • Advanced university degree.

Competency Profile

Results orientation
Planning and organisation
Communication
Coordination / 4
4
4
4

Key Behavioural Competencies (based on Oxfam leadership model)

Competencies / Description
Decisiveness / We are comfortable to make transparent decisions and to adapt decision-making modes to the context and needs.
Influencing / We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.
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 organisation.
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.
Agility, Complexity, and Ambiguity / We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.
Systems Thinking / We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organisational decisions and actions.
Strategic Thinking and Judgment / We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
Vision Setting / We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
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.