South Sudan: Finance Coordinator

Introduction

Cordaid is a Dutch, international non-governmental organization which combines 100 years of experience and expertise in emergency aid and structural poverty eradication. Cordaid believes in a world without poverty and exclusion. We strive for a just and sustainable society where every person counts. We stand for knowledge and talent sharing between North and South, between farmers and businesses, between activists and policymakers. Where poverty, conflict and exclusion tear up societies, we connect people and communities. We also stand for professionalism, expertise and solidarity across borders, to make a difference where it is most needed. Together with more than 600 partner organizations in Africa, Asia, the Middle East and Latin America we structurally improve the living conditions of the poorest and most excluded populations - the bottom billion.

Cordaid has been active in South Sudan for more than 20 years, with a strong focus on civil society capacity-building. Currently, it has programs in the area of Emergency Response, DRR, Health, Food Security, Security & Justice, Women Leadership and Investments.

Presently, Cordaid is expanding its program in different parts of the country. For that purpose, additional technical capacity is required.Therefore, Cordaid would like to recruit a Finance Coordinator as detailed below,

Position Title Finance Coordinator

Duty stationJuba

Reporting line

The Finance Coordinator reports to the Finance Controller and has the technical reporting line to the Finance Manager.

The Finance Coordinator supervises and manages the Finance Officer – General Ledger and the Finance Officer – Grants Compliance.

Purpose of the Position

The Finance Coordinator will ensure compliance with donor’s and Cordaid financial policies (as per the Cordaid Country Office Compendium), and timely submission of accurate financial reports as required. The role will focus mainly on accounting and financial reporting.

S/he will ensure that all donor reports are of a high quality and are submitted on time according to the donor requirements and that Cordaid is in compliance with all donor regulations, further s/he will be the main focus for the maintenance accurate, timely and appropriate financial information in Cordaid’s Accounting System AX.

S/he is an alternate member of the Risk, Compliance and Audit Committee Team.

Responsibilities and Accountabilities.

Accounting

1. Responsible for the maintenance of AX Accounting System ensuring that the accounting data is timely, promptly, accurately and appropriately entered into the system
2. Oversee the daily accounting activities, both for the country office and field locations
3. Review the Monthly financial reports prepared by the finance officers to ensure they are in accordance with the approved budgets, properly coded and reported.
4. Make recommendations to Finance Controller for the improvement of accounting procedures and systems
5. Consult the Finance Controller regularly to facilitate timely financial reporting and accounts maintenance.

Grant Management

1. Play a leading role in Grant Implementation and Close-Out meetings to ensure that all grant information, including deadlines, donor priorities and requirements, are communicated and understood by the team, and grants are closed in compliance with donor regulations.
2. Ensure that all programs are executed in line with the donor agreement and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance; updating partnership process, tools, policies and procedures as necessary.
3. Regular monitoring and management report against key indicators, taking appropriate action where necessary including flagging risks for appropriate management action.

Donor Reporting

1. Prepare and maintain a donor report tracking system to ensure that all reporting deadlines are met, including key donor and project milestones, tracking expenditures against donor budget and advise project managers of any changes on the timelines.
2. Maintain and enforce a matrix of clear roles and responsibilities for all individuals involved in the donor reporting process.
3. Gather and analyze information on donor responses on reports submitted by Cordaid and ensure prompt corrective action.
4. Monitor the donor reporting processes, documentation challenges encountered and make recommendations to improve the quality of reports being submitted to management and donors.
5. Update approved changes on the project budgets in collaboration with the programme managers and make sure that these are captured into the new donor reports if required.
6. Ensure that financial reports are submitted on time in consultation with the programme managers and that relevant narrative and statistical inputs are adequately provided and reviewed to ensure adherence and coherence to the donor reporting standard and that the process for signing off is thorough and complete before submitting for approval and signing.
7. Communicate with programme managers to ensure that they provide additional information requested by the donors.
8. Ensure to follow-up from Programme Manager of the monthly documented feedback on donor reports.
9. Contribute to documentation of lessons learned and best practices for the country programmes.
10. Coordinate capacity building plans on reporting and budgets, conduct needs analysis and train the teams involved.

Donor Compliance

1. Manage and maintain accurate records of donor memorandum of agreements, reports and budgets including amendments and addendums on project activity updates and ensure completeness and readiness for audit purposes.
2. Maintain a database of the final versions of reports submitted and approved by the donors.
3. Analyse donor expenditures and work with programme managers to ensure that all donor project expenses are in line with the approved budgets.
4. Prepare budget performance reports on monthly basis, identify and report on any deviation and discrepancies in the budget and the expenditure alignment.
5. Ensure that all donor transactions are accurately captured into the accounting system with the correct donor project codes and budget lines.
6. Prepare and revise, as directed by the Finance Controller, revisions to the programme, grant proposals and budgets to ensure that all are in line with donor guidelines and format.
7. In liaison with the Finance Controller, prepare for donor audit by consolidating all the project expenditure reports and ensure that these are adequately supported according to the donor requirements.
8. Works with the Programme Managers in ensuring that Partner financials are up-to-date and reports are up to donor standards.
9. Ensure to manage, maintain and make accessible project documentation, for reference and audit purpose.
10. Monitor Cordaid and partner’s budget to ensure cost effectiveness and proper implementation of cost recovery strategies.
11. Compile financial reports and review budget reports/documents as submitted by the partners and ensure extension and/or final closeout procedures of the grants.
12. Participate in the development of an archiving system to ensure maintenance and retention donor of reports and documents for future reference as per Cordaid and donor retention policy.
13. Strengthen adherence to compliance with donor requirements by providing staff with the required technical support, guidance and training to ensure all projects are donor compliant.
14. Conduct regular and ad hoc field visits to assess and enforce proper financial management processes and documentation at field level.

Attend to any other duties as directed and instructed by the line Manager.

Qualifications and skills

1. Post-graduate Degree in Accounting, Finance, or Business Administration and Management
2. Minimum of 5 years work experience in a similar position
3. Excellent understanding of donor regulations and procedures
4. Strong project management skills with proven track record of completing short-term tasks under time-sensitive deadlines, while continuing to manage on-going long-term projects
5. Ability to record financial information accurately.
6. Experience in Report writing
7. Excellent computing skills, use of accounting software, excel, and word.

Further information and how to apply

Interested and qualifying applicants can submit their application letter including a CV in English, with full contact details of at least 3 professional references to the following email hr.southsudan@cordaid.org

Only put the reference number in the subject line. CSS01/01/18 Finance Coordinator - Juba

Deadline for submission is by the 26^th of January 2018

Cordaid is an equal opportunities employer and women are strongly encouraged to apply

Only shortlisted candidates will be contacted.

All applications submitted cannot be returned.