Donor Accountability Coordinator

The Job

Donor Accountability Coordinator (DAC) Aden

FINANCE-BUSINESS SUPPORT

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

Shaping a stronger Oxfam for people living in poverty.

ABOUT OXFAM

Oxfam is a global community who believes poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good. Oxfam GB is a member of the international confederation Oxfam.

OUR TEAM

The Finance team is responsible for high quality financial management and programme support throughout Oxfam’s Yemen programme, including that of partners, support programme team in development and implementation of the programme in line with the country business plan

The finance team is responsible to provide quality financial management support to Oxfam’s Yemen around £30million of programming across the programme locations with conflicts and difficult to access. Managing the financial functions in the central office and in the field offices. Working with other members of the finance team, ensuring the implementation of efficient financial support systems for Oxfam in Yemen.

The finance team is responsible for ensuring efficiency and effectiveness in delivery of Oxfam’s operations in Yemen through management of the Oxfam finance processes and procedures.

JOB PURPOSE

To work closely with and support the Finance team in the Yemen Country Programme on day-to-day financial matters concerning donor accounting and financial reporting. Ensures that Financial and Internal Controls and full compliance with Oxfam GB and donor(s) policies and procedures, donor contractual obligation and other requirements, are met through regular coordination with funding team, field offices finance staff and programme managers and overall responsible for quality and timely financial management of projects – ensuring risks are kept to a minimum.

WHAT THE RECRUITING MANAGER HAS TO SAY ABOUT THE ROLE?

The Donor Accountability Coordinator (DAC) is overall responsible for donors reports and budgets The DAC offers effective and efficient support to finance and programme team related to donor reports and budget for all projects, processes, advisory services, and teams. The DAC actively assists (and also guides) the teams in developing financial strategies and targets. DAC provides stewardship related to financial matter to ensure that Oxfam and donor policies, procedures and guidelines in are complied. DAC provides support to the Country Finance Manager in all aspects of the financial management of both internally and externally funded project works e.g. funding allocations, exchange rate impact, interest calculations and income monitoring.

CORE DETAILS

Location: Aden office, with frequent travel to field offices.

Salary:

Internal Grade: C2G

Division: Finance-Business Support

Job Family: Finance

Contract type: Fixed Term renewable

Hours of work:

40 hours per week. This is a full-time role; however, Oxfam  offers  various  flexible  arrangements  which  candidates  can discuss with the Recruiting Manager at interview stage

This role reports to: Country Finance Manager – CFM Dotted line management of the Aden Programme Manager

Staff  reporting  to this post:  1 Senior Finance Officer – Aden Dotted line management of 1 Senior Finance Officer – Al Turbah

Annual budget for the post: None

Key relationships/interactions:

Yemen Finance Team, Yemen Country Management Team, Programme Managers,    Technical    Leads,    Gender    and    Protection    staff, Funding/Business  Development  Manager,  Advocacy,  Campaigns  and Media colleagues regionally (MENA) and globally (at OI secretariat and affiliate levels)

Screening checks:

All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations.

References:

Should you be successful and not already employed by Oxfam GB, we will require minimum of two references covering five years of employment history.

DBS checks (for roles based in the UK):

It is a requirement in the UK for a new DBS check at enhanced level for every new member of staff who works directly with, or has regular contact with, children or vulnerable adults in the UK (consistent with DBS guidance and relevant law).

DIMENSIONS

  • Manages the day to day operational financial activity for a large and complex operating unit (including management of staff) to achieve the job’s defined areas of responsibility.
  • Contributes to developing and delivering targets and plans within the operating unit (i.e. country or region) and possibly more widely within the affiliate; work may influence affiliate policies.
  • Interprets financial information; provides analyses and advice to country and/or regional managers, and sometimes senior head office managers on a range of complex issues including managing legal compliance and financial risk.
  • Interprets and analyses reports for the job holder’s area of responsibility on behalf of senior managers and sometimes for a wider audience or the whole affiliate.
  • Manages and/or contributes to project work
  • Produces reviewed procedures. Influences managers to work differently / adopt procedures and maintain standards.
  • Analytical approach to work
  • Able to work with minimal supervision, and thinks laterally to identify issues and their solutions
  • Provides Finance leadership where deployed
  • Analyse and influence financial procedures within the region

KEY RESPONSIBILITIES

Technical - 70%:

  • To provide support to the Country Finance Manager in all aspects of the financial management of both internally and externally funded project works e.g. funding allocations, exchange rate impact, interest calculations, income monitoring, etc.
  • To provide support to programme managers and budget holders on the budget development for new donors/projects.
  • To ensure country offices and relevant staff have copies of donor contracts and introduce a system to track compliance with contractual obligations.
  • Prepare all donor financial reports as required, ensuring they are accurate, of high quality and meet donor requirements before submission to the CFM for final review and sign-off.
  • Draw an analysis/suggestions/recommendations/observations and usual issues and concerns on every Donor Report prepared for funding manager, programme managers/budget holders’ immediate actions.
  • Ensure that all donor reports both interim and final are submitted on time with reference to DRS.
  • Reconciliation of donor financial reports to Oxfam’s accounting systems (GL, CRIMSON & OPAL) and ensuring variances that cannot be adjusted are clearly communicated and attached to individual donor contract and opal projects online.
  • Work with the funding team and coordinate with the programme managers to manage the preparation of financial reports of donors according to set deadlines.
  • Ensure a complete audit trail from primary documentation to the accounting system for accurate and rapid donor reporting and general record keeping, ensuring donors compliance in each transaction.
  • Produce one page of key donors’ requirements to go into induction pack produced by the finance department.
  • Prepares Restricted Contract Balances Reconciliation on or before 6 months after each contract end dates.
  • Check and close donor contracts that have reached completion date ensuring that: final reports have been submitted, all funds received, contractual obligations met. Producing funding reconciliation and attaching all necessary information in Crimson and OPAL
  • Provides support to the Senior Finance Officer and Country Finance Manager on the preparation and analysis of adjusting journal entries and recharges of expenses during month ends and year-end.
  • Ensure that any recharges/adjusting journal entries concerning field offices are properly coordinated and approved by programme managers/budget holders.
  • Assist the CFM to ensure specific donor requirements are adhered to and those that are not, are flagged up, actioned to, compliance agreed, and followed up in all aspects including: procurement, fund reimbursement request, formats etc.
  • In coordination with the funding team, to liaise with major external donor’s finance department (DFID, EU, ECHO, UN agencies, GFFO, GAC, etc) to clarify specific requirements and guidelines, resolve queries on submitted financial reports in consultation with the programme managers and budget holders.
  • Prepare high quality BvAs within a week after the hard close and make sure to do the required classification for the transactions not related to the contract
  • Develop appropriate tools for better donor financial accounting
  • Contribute to development of financial/funding policies, procedures and strategy
  • To ensure the allocation of finance resources at relevant programme sites and to review financial management capacity of finance and programme staff, providing training, advice and support as needed.
  • Any other duties as agreed with line manager and included in performance objectives

General departmental Administration – 24%:

  • To ensure that the Oxfam financial department systems, procedures and working practices are adhered to Oxfam procedures and are in integration and harmony of all other departments.
  • To ensure that the proper archiving and storing system are maintained to keep all the financial records safe and retained as per the compliances requirement of donors.
  • To attend staff meeting and other related meeting where financial inputs are necessary.
  • Follow the Code of conduct at all time and report any misconduct at per HR procedures.
  • Adhere to all applicable SoPs, rules and regulations, and report any non-compliances when observed.
  • To act as a focal point on all financial issues relating to the field offices
  • To ensure that Oxfam financial procedures are followed in humanitarian programmes, and that compliant systems are developed to accommodate the needs of those programmes.
  • To assist in the co-ordination and management of the sub offices for humanitarian project with responsibility for financial management.
  • To manage directly reporting staff, ensuring work priorities/objectives are developed and staff are fully trained and inducted to undertake their role.
  • To provide regular management information on the financial status of the humanitarian programme.
  • To line manage staff as per Oxfam performance management processes
  • To coach, train and build capacity of finance staff in agreed procedures, particularly in bookkeeping and basic accounting procedures, conduct practical exercises in accounts preparation and on Oxfam internal financial management systems (PeopleSoft)
  • In some circumstances, the post holder may have to take responsibility for establishing and/or maintaining administrative aspects of the programme which could include: recruitment of local staff, drawing up and signing of contracts, keeping staff files, respecting local employment laws, paying taxes, and generally ensuring that Oxfam personnel policies are adhered to, establishing an office, including ensuring the necessary communications systems and routines are in place, and that the filing and information flow is properly maintained.

Team support – 5%:

  • To provide support to Country Offices Finance Team on special projects, unwrapped funds compliance and recommending appropriate ways of effective accounting on these new sources of funding.
  • To provide support to country offices on Oxfam and donor financial reporting and compliance.
  • Provide support to the funding team in training finance staff, programme officers and managers on donor and OGB regulations, and key contractual obligations that need to be considered in budget development and reporting.
  • to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

Security - 1%:

  • Follow all SoP of Security and safety.
  • To work closely with relevant staff to ensure that all Oxfam staff adhere the security protocols
  • Upon need and advice, collaborate with the Security and Safety unit, and Field Security Focal to train staff in security management as may be requested
  • Report any security misconduct and security accident, as per SoP.
How to Apply
  • Employer: Oxfam
  • Category: Development/Non-Profit
  • Location: Aden
  • Posted on: 8 September 2020
  • Deadline: 29 September 2020

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