Finance and Partnership Officer

General Responsibilities (Overall purpose)

Under the direct management of the Finance Manager, the Finance and Partnership Officer supports the Terre des homme (Tdh) Jordan office finance unit and operations in controlling and verifying the accuracy and effectiveness in all financial transactions of Tdh and its partners and ensuring its compliance with the country legal framework, sound accounting principles, Tdh internal procedures, legal requirements and donor guidelines and regulations. The post holder works closely with the Program, Logistics, HR, and other relevant department.

The incumbent will conduct his or her duties in respect of the Code of Conduct of Tdh and Tdh’s Safeguarding Policy.

Specific Responsibilities / Context (Tasks)

Financial and Budget Management

• Check the realistic budgeting, proper codification of expenses before recording in Saga by the accounting unit.
• Participate in the preparation of a monthly monitoring of budgets (donors’ budgets and country budget) and financial equilibrium of the country, including supporting in analysis and feedback to budget holders.
• Participate in the meetings as delegated by line manager with the budget holders to review the projects budgets, analytical allocations, financial status.
• Support the budget holders to prepare projects monthly forecasts and send to line manager for review.
• Validate the PSR & PWAR within her/his authorization limit, after checking budget allocations, and availability before committing expenditures.
• Check on weekly basis the analytical allocations in Saga to ensure its accuracy and well recording, provide and follow up the analytical modifications to the accounting unit to register in Saga.
• Control the analytical allocations in Saga at the end of each month before closing.
• Check/prepare the monthly payroll and ensure salary administration is timely and in accordance with local tax and Social Security requirements, before being processed by accounting for payment.
• Plans and conducts induction process for existing or new staff in coordination with HR Manager and Finance Manager.
• Participate in preparing new budget proposal and budget BoQ.
• Alert, when necessary, but early enough on financial risks in the delegation.
• Guarantee the confidentiality of the financial information.
• Participate in monthly, semiannual, and Annual accountancy closing process
• Archive grants, contracts, and other Finance document in a proper way and according to Tdh procedures

Partnership Management:

• Reviews Tdh partners’ financial reports; provides technical assistance to partners to enhance the finance and administrative organization and internal control. Identifies the needs and support partners staff to increase their competence in preparation of Finance internal reports, donor financial report following donor’s reporting requirements.
• Works on overall financial monitoring and supports capacity building of Tdh Jordan office and partners and practices rigorous financial control mechanism.
• Reviews and validates partners’ accounting records and supporting documentation for all financial transactions view in coordination with logistics and programme colleagues and validates data entry and reconciliation in the system; ensures that work advances are accounted for in line with Tdh and donors’ financial guidelines.
• Review partners’ payment requests for compliance and ensure coordination with logistics and programme colleagues for their additional review of payment requests from the programmatic and procurement perspective.
• Provides technical support to partners in preparation of financial reports, budgets, budget follow up and forecasts and conduct a monthly BFU meeting with partner. Develop budget projection/spend-down plan to execute expenses within the budget spending for each project.
• Inform both Finance Manager and Project Manager of major budget fluctuations, significant overspending or under spending.
• Actively contribute to the due diligence for new partners/needs assessment (financial section) and development of capacity building plans for new partners, and support capacity building for existing partners. Ensure that any potential partner fits within Tdh and donors’ requirement.
• Conducting financial trainings and follow up training for partners, provide advice and coaching to partners on specific issues related to partnership agreements.
• Ensures that partners financial procedures, policies and requirements are implemented in compliance with the applicable regulations of Tdh and donors.
• Update and implement SOPs for partnership management including clear steps for ensuring timely coordination with Program and Logistic department for supporting documentation checks linked with financial payments. Archive Partner vouchers with supporting documentation according to Tdh procedures

Tax:

• Follow up the VAT and duty exemption procedures and keep track of the exempted materials.
• Prepare Staff and other Income Tax Payment, and documents.
• Prepare Tdh Monthly and Yearly Tax reporting.
• Prepare tax exemption Invoices for all donors, and make sure it is in line with the donor procedures and fill the donor’s tax exempted forms, send to donor get it stamp and track it.
• Keep update her/himself with Donor and Country Tax regulation.
• Focal point for Tdh for tax matters on Tax Department and Tax Consultant.

Reporting and communication

• Produce monthly report to the line manager in the unit activities.
• Participate in the drawing up of the financial internal and donor reports in accordance with the delegation and donor reporting schedule and send it to the Finance Manager for validation.
• Ensure a high level of Coordination between departments and particularly with the Program Officer (Reporting and Liaison) to ensure that there is a level of accuracy with project activities implementation and expenses, particularly for government and donor reporting.
• Prepare for an participate in Project Follow-up Meetings (PFUs) and follow-up on any issues related to partner spending and reporting, in coordination with other departments

Audit, Compliance & Internal Control

• Under the supervision of the Finance Manager participate in audits including the institutional and donors.
• Ensure the compliance with the financial procedures of Tdh, donors, and authorities.
• Assist in providing feedback and enhances internal controls to satisfy Tdh audit requirements; reports immediately on irregular spending to Finance Manager or Country Representative as deemed appropriate.
• Check the financial reports and supporting documents and archive it in hard copy and on village according to Tdh procedures.

SAFEGURADING POLICIES – SAFETY – SECURITY:

• Knows and implements institutional policies on security, child protection, PSEA and Code of Conduct and fraud prevention.
• Commits to ensure the best implementation possible of the Tdh Child Safeguarding Policy (CSP) in her/his area, including participation in annual audit, and reviews and updates of action plan.
• Commits to inform the Country Representative and/or the National Safeguarding Focal Point and/or the Head of MENA Region and to deal with any case of any allegations or possibility of transgression, even potential, of the CSP.
• Respects Terre des hommes security procedures in Jordan.
• Knows and implements all institutional policies and internal regulations of Terre des hommes.
• Any other duty as required by the supervisor and Country Representative.
• S/he will have direct access to information, such as the general strategy of Tdh in Jordan, including programming objectives in the field, financial details, salary scale and security guidelines.
• A professional sense of security, confidentiality, and proper representation is paramount.

OTHER:

• Undertake all other duties that may be requested by the line-manager and that are compatible with the job

Competencies

This role requires a mastery of Personal, Social and Leadership Competencies (PSLC), Technical and Methodological Competencies (TMC) and Management and Strategic Competencies (MSC)

In particular: (select the ones that are most relevant to the job – 5 maximum)

1. Shows integrity and ethical values during activities
2. Manages stress and emotions
3. Masters the tools and applications, both general and activity-specific (computing, technology)
4. Reports any incident, suspicion, or violation of such policies
5. Knows and respects the rules and processes of the different domains concerning one’s activities

As well as the following specific “professional” competencies:
*Reference Document: Professional competencies framework

1. Strong budget management skills
2. Ability to work under pressure
3. Excellent knowledge and use of financial techniques
4. Excellent knowledge of finance, accounting procedures and audit requirements
5. Multiple tasks and good time management

Requirements for the position

Education / Qualifications

Bachelor’s degree in accounting, Finance or Business Administration

Experience

3 to 5 years of experience in Finance & Accounting, preferred in INGO.

Excellent communication skills with the ability to present financial matters to non-financial managers and develop and discuss budgets and grant administration in English with institutional donors and other relevant parties.

Demonstrated experience and knowledge of financial management.

Ability to develop and build capacities of others, and to transmit the correct message to partners.

Personal, Social and Leadership Competencies

Technical competencies:

Other Skills

Languages

IT Knowledges

• Self-management: Manages oneself, time and priority, shows flexibility, availability and adaptability. Self-developing, Identifies and expresses development needs.
• Communication and interaction: Communicate in a clear, concise, responsible way and constructive way. Listens Actively. Shows Negotiation Skills. Manages conflict constructively.
• Teamwork: Shows solidarity. Cooperates to achieving goals. Supports and advises colleagues. Uses a collaborative attitude within and outside the department. Creates Trust.
• Mission orientation: Respects the values defined, Courage, Ambition, Respect and Commitment. Represents the Mission of Tdh and contributes to it. Acts in the interest of Tdh.
• Respect for the institutional framework:Knows and respect Tdh working framework. Knows and applies the business management policies. Reports any incidents or violations. Applies security guidelines.
• Innovation & Development: Stays informed on any innovation in the field of work, contributes to their development, shares into good practices. Shares Knowledge and helps to develop colleagues.
• Quality, Monitoring & Reporting: Selects, analyses and manages information, produces high quality reports, respects reporting guidelines. Collects necessary information for professional activities and monitors self-tasks and goals.
• Ability to adapt to new situations and needs
• Able to work under pressure

English and Arabic

Advanced in Office, Finance & Accounting software (preferred SAGA)