Senior Financial & Administrative Officer

Main Responsibilities: 1.    Accounting   1.1.            Prepare payment requests, related cheques and transfers and record, process, post into proper general ledgers. 1.2.            Prepare cash, bank and related follow-ups on a monthly basis. 1.3.            Prepare balance sheets and income statements, budget and monthly reports related follow-ups and revisions for the Administration and Programme budgets and ensure no variances. 1.4.            Opening and closing of the Country Office financial year   2.    To manage and secure administrative and financial routines within the Country Office on the basis of established guidelines, policy, strategy planning, budget and other steering documents. 2.1.            Submit financial reports to Regional Office in and accurate and timely manner. 2.2.            Ensure that all payments including salaries and staff costs are in accordance with Diakonia’s financial policies and procedures. 2.3.            Procure and support audit processes. 2.4.            Follow up on the tax and national insurance with the nationalauthorities. 2.5.            Manage effective financial systems and procedures, sound administrative routines and internal controls and provide reasonable assurance to prevent unauthorized acquisition, use or disposition of assets. 2.6.            Ensure compliance with national legal requirements and seek legal advice, as directed by the Country Representative. 2.7.            Liaise with the Regional Office to ensure adherence to global financial and administrative procedures and policies. 2.8.            Support Country Representative in the development of long-term financial strategies. 2.9.            Orient all staff in financial and administrative procedures and policies. 2.10.          Requisite funds for the Office Administration from Regional Office. 2.11.          Ensure procurement procedures are complied with in accordance with Diakonia guidelines.  To obtain price quotations and analyse offers, be a member of         the purchasing committee and issue receipts for suppliers. 2.12.          Procure and follow-up insurance policies. 2.13.          Be responsible for the safe. 2.14.          Monitoring the utilization of office equipment and stationery. 2.15.          Control of inventory and fixed assets. 2.16.          Maintain proper filling and archiving system for the Financial and Administration                documents. 2.17.          Book hotels, travel arrangements, preparing visa applications for staff.   3.    Financial Control 3.1.        Assist the Country Representative in preparing financial reports and undertaking procurements meeting donor requirements. 3.2.        Orient and give capacity building to partners in existing financial and audit guidelines. 3.3.        Monitor the programme budget status and partners’ implementation level and make projections for the annual programme budget and suggest actions to ensure no balances at the end of the year. 3.4.        Ensure prompt reception of partners’ financial, budget and audit reports, assess them according to Diakonia’s manuals and recommend approval and payments. 3.5.        Ensure that a clear Programme management cycle with focus on the financial requirements, with set and respected dates in accordance to Diakonia requirements is in place, known and followed by all partners. 3.6.        Assess the terms of references for audits and the partners’ auditors according to the Audit Guidelines for partners’ audits. 3.7.        Assess partners’ internal control systems and recommend improvements.  3.8.        Report to the Country Representative on monthly basis if funds have been disbursed in accordance with the programmes’ objectives and detected weakness.   4.    Support the mainstreaming of gender in the organization and contribute to a more equal society through gender conscious behavior, role modeling, and openness towards capacity building.