Senior Finance Officer Budget and Reporting (VRN SFO-AD-26-005)

JOB DESCRIPTION.

• POSITION TITLE: Senior Finance Officer Budgeting & Reporting

• REPORTING TO: Senior Finance Coordinator

• DEPARTMENT: Finance

• DUTY STATION: Country Office, Aden.

• CONTRACT TYPE: Fixed Term

Job Purpose:

To provide effective and timely financial management, budgeting, grants management and financial reporting support to Islamic Relief Yemen (IRY), ensuring that project budgets, expenditure, financial reports and funding requirements are accurately managed and compliant with donor requirements, Islamic Relief policies and applicable regulatory requirements.

KEY RESULT AREAS:

Technical Level

• Budget development, review and financial analysis.
• Project financial monitoring and budget-versus-actual analysis.
• Donor and management financial reporting.
• Grants' financial management and compliance.
• Financial planning, cashflow and fund monitoring.
• ERP/financial systems management and data integrity.
• Month-end and year-end financial closure.

Operational Level

• Effective coordination with Program, Finance, Operations, HR, Supply Chain and other internal stakeholders.
• Coordination with Regional Finance, auditors, banks, and other external stakeholders as required.
• Accurate and timely financial records and document management.
• Effective use of MS Office, advanced Excel and ERP/reporting systems.
• Planning, prioritization, communication and workload management.
• Business continuity and effective handover/ succession arrangements.

Organizational Level

• Demonstration of Islamic Relief values and professional conduct.
• Promotion of accountability, transparency and compliance.
• Understanding and contribution to IR strategic priorities.
• Collaboration and knowledge sharing across departments and field locations.
• Promotion of cost-effective and environmentally responsible approaches.
• Respect for diversity, inclusion and equal opportunity.
• Field engagement to understand programme implementation and financial challenges.

KEY ACCOUNTABILITIES:

The following are the main responsibilities that the role holder will be accountable for:

Technical:

• Provide guidance and updates to budget holders/ Programme teams on budget formats and processes as required, including the basis of calculation for salaries, running costs, assets and deliverables, and alignment of budgeted activities with approved proposals and implementation plans.
• Review budgets before sharing with RF, ensuring that required formats and donor requirements are addressed, activity-based costing is applied, salary cross-charging is appropriately considered, budget activities are aligned with the proposal, and cash-flow projections are realistic and consistent with the DIP.
• Ensure approved budgets are uploaded into the financial system in accordance with established processes, including creation of HQ Project PIN, AX PIN and sub-projects based on agreed activities, accurate line-by-line budget uploads and circulation of approved budgets to relevant stakeholders mapped with the COA.
• Coordinate budget revisions and reallocations where required and ensure that approved changes are properly reflected in the system.
• Coordinate interim and final financial reporting to donors, HQ and Management using agreed formats, ensuring that burn rates activity-wise and category-wise remain within agreed limits.
• Ensure that Programme and Finance teams are oriented on donor/ IR guidelines through project orientation workshops to guarantee effectiveness and efficiency in work. This includes donor conditions on over-spending, allowable, unallowable and reasonable costs, budget flexibility, reporting requirements and timelines.
• Conduct monthly BVA meetings and prepare project financial reports, ensuring that expenses are charged in accordance with approved budgets and financial standards and that spending is in line with implementation plans.
• Undertake variance analysis, monitor burn rates and align project financial and programmatic performance. Where financial and programme performance are not aligned, provide appropriate solutions and recommendations to management for corrective action and future planning.
• Support financial reviews of project transactions and expenditure, including identification of incorrectly coded, unsupported or potentially non-compliant costs, and facilitate appropriate correction, reclassification or follow-up where required.
• Audit Management, coordination with parties involved, preparation of required financial schedules and documentation, follow-up on audit queries and support to field teams in resolving audit findings and agreed actions.
• Ensure that month-end closing is completed within set deadlines, including recognition of income, cross-charging, funds notes and funds requests to HQ. Facilitate HR in the timely and accurate cross-charging of staff salaries and ensure relevant financial records are appropriately reconciled.

Operational:

• Coordinate with internal (Programme, Finance, Department Heads, sector leads at CO) and external (Auditors, Regional Finance Team, donors where required, other NGO/ partners finance teams) stakeholders on grants management, financial reporting, budgeting and other matters of mutual interest.
• Maintain an appropriate contingency plan / succession plan to deal with human factors affecting or likely to affect organizational activities during your absence.
• Ensure preparation, filing and record management of grants, reporting and budgeting-related information so that it can be accessed by relevant individuals as and when required, with complete and appropriate supporting documentation for management, donor and audit purposes.
• Prepare weekly, monthly and other progress reports and financial updates required for management information and decision-making.
• Close coordination with the line manager for effective implementation of policies, guidelines and financial procedures.
• Coordinate with relevant teams to ensure timely reconciliation and follow-up of outstanding financial matters affecting project reporting, including advances, receivables, payables and other material balances.

Organizational:

• Ensure compliance with IR's policies and procedures in the true spirit for effective delivery of services.
• Understanding of IR values and their demonstration in real time.
• Abide by the IR zero-tolerance policy towards bribery and corruption, as well as sensitize others on appropriate mechanisms for raising concerns when they identify or suspect inappropriate conduct.
• Thorough knowledge of IR strategic priorities and the way you can contribute to their achievement.
• Assist in identification and documentation of organizational successes for showcasing IR work.
• Facilitate the organizational stance on climate change through adaptation of environmentally friendly and cost-effective approaches within your domain.
• Respect and promote the organizational stance on workforce diversity and support efforts being made for mainstreaming marginalized groups, including Persons with Disabilities, older persons, minorities, women and children, in carrying out organizational activities.
• Ensure periodic field visits to witness challenges and implementation of activities at ground level and strengthen the link between financial management and programme implementation.
• Participation and facilitation in implementation of IR seasonal programmes.

PERSON SPECIFICATION:

It is essential that the post holder shows a good understanding and sympathy with Islamic values and principles as well as commitment to Islamic Relief Worldwide vision, mission and core values.

Qualification:

• Bachelor's degree in finance, Accounting, Business Administration or a related field.
• ACCA, CPA, CA, CIMA or equivalent professional qualification/progress toward professional qualification is desirable.

Experience:

• Minimum of 4 years' relevant experience in financial management, budgeting, grants management and financial reporting.
• Demonstrated experience in project budgeting, budget monitoring, BVA analysis, donor financial reporting and grants financial management.
• Experience working with international NGOs, humanitarian or development organizations, preferably in complex or resource-constrained environments.
• Demonstrated experience in preparing interim and final donor financial reports and supporting project audits.
• Experience working with ERP systems, preferably Microsoft Dynamics AX, and financial reporting systems such as Atlas.

Computer Skills:

• Advanced MS Excel skills, including financial analysis, data validation, pivot tables, lookups and financial reporting tools.
• Strong working knowledge of Microsoft Office and Outlook.
• Good working knowledge of ERP and financial reporting systems.
• Experience with Dynamics AX and Atlas is highly desirable.

Language:

• Strong written and spoken English.
• Knowledge of the local languages is an advantage.

Key Personal Qualities:

• Strong analytical, financial and problem-solving skills.
• High level of accuracy and attention to detail.
• Strong organizational and time-management skills with the ability to meet multiple deadlines.
• Strong communication and interpersonal skills and the ability to explain financial information clearly to non-finance colleagues.
• High level of integrity, accountability and confidentiality.
• Strong emotional intelligence, resilience and ability to remain composed in challenging environments.
• Ability to work independently while maintaining effective teamwork and coordination.
• Positive, proactive and solution-oriented approach to financial and operational challenges.
• Willingness to learn, adapt and contribute to continuous improvement.
• Ability to work effectively under pressure and in complex humanitarian environments.

Value Added Skills:

• Advanced Excel and financial modelling skills.
• Strong knowledge of grants management and donor financial compliance.
• Practical experience with Dynamics AX and Atlas.
• Experience in budget development, BVA analysis and donor financial reporting.
• Experience supporting audits and project financial closures.
• Knowledge of institutional donor rules and financial reporting requirements.