Officer - Finance Desk (m/f)

Responsible for grants accounting and management and the overall implementation of the finance and administration procedures. Ensure financial and administrative policies and procedures are in accordance with International Medical Corps policies and funding source requirements. Provides trainings to newly hired assistants and interns. The below tasks and responsibilities are intended to describe the general nature and level of work being performed by persons assigned to this position. The level of work performed may varies depending on the complexity of country portfolio, as to the number of influencing factors and their interdependencies. Some of the factors affecting complexity may be size of country program (USD value and number of projects), variety of donors, country context, etc. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:. Main tasks and responsibilities Accounting: - Review field accounting reports and ensure that accounting records are timely posted by System support team. Prepare HQ accounting entries and ensure that all costs charged to the projects are allowable and allocable as per donor regulations. Ensure no charges are made on closed projects as well as costs are allocated to correct accounts. Ensure that costs are allowable, allocable and reasonable. Communicate all issues with supervisor - Ensure that all transactions are properly recorded following International Medical Corps' Accounting guidelines - Split entries - Monitor and analyze Accounts payable and Accounts receivables of all International and National staff, ensure that accounts are cleared timely - Ensure that grants receivable accounts are duly cleared - Prepare Chart of Accounts for projects, ensure that the Chart of Account is in accordance with the approved budget Financial Reporting / Analysis: - Provide management staff with consolidated monthly financial reports and analysis such as funding analysis, grants receivable analysis, estimated versus actual report - Review and approve cash flow analysis, coordinate with the field in terms of spending, monitor if all expenses occurred are in compliance with the grant document and donors' regulations and coordinate variance analysis discussion and documentation - Identify requirements for and develops reporting formats to aid in management of operations and grant expenditure Financial grants management: - Review grant document, ensure that grant document terms are communicated with Regional Finance Coordinator; provide comments in ARMS for new grant agreements and grant amendments - Monitor project according to spend out plan provided from the field. Review project pipelines ensuring that all costs incurred and estimated under the project are in accordance with the project budget, donor's regulations and International Medical Corps procedures - Monitor instalments received from the donor and ensure that the ending balance matches financial reports submitted to the donor - Review project procurement documentation above threshold applicable for HQ review and make sure that it is in accordance with International Medical Corps policies and Donors regulations. Communicate review with Logs and GCM departments, as applicable - Update grant files and ensure that all documents are available on Grant File - Review donor financial reports received from the field, prepare federal donor financial reports Budgeting: - Assist Finance Admin Director and / or other finance staff in the field in preparations of budgets and budget modifications. Review budget ensuring that all necessary approvals are obtained - Liaison with LA Finance, when necessary, to communicate available pool funding mainly during emergency response - Work with the HQ and field teams in order to request any shortfall and or exposures in timely manner. Ensure that requests are entered in RAAM system timely Other: - Monitor if field operates in compliance with local labor laws and familiar with local taxes; make sure that Compliance with Local Laws, Cash handling procedures as well as Country Manuals are up to date and available - Review timesheets and leave records for international staff. Facilitate workforce submission for adding and remove projects in T&E. - Monitor Daily cash reports that includes both cash and bank balances; coordinate large balances with the field so that cash requirements are met but balances not accumulated in the field. Arranging transfer of funds from LA to the field sites and vice versa (when applicable) - Monitor exchange rate fluctuations and its affect to program implementation /budget spend out - Sub award management, review of sub reports and expenditures as per set threshold in sub award agreement. Make sure sub awardees are paid in a timely manner - Constantly review development, implementation, procedures/systems with the ever-changing environment - Assist Finance Control Unit in year-end preparation process - Assist field staff in solving other day to day issues; assist field Finance Admin Directors with local capacity building - Facilitate payments for field - Field visits when necessary - Daily correspondence with Field and other HQ offices on all Finance Matters - Submit timesheets in a timely manner; enter time allocation in T&E daily as per actual level of effort Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Minimum qualifications: - Typically, a 4-year Bachelor's degree in a three-cycle Higher Education in the field of Economics. Masters preferable. Equivalent combination of relevant education and experience may be substituted as appropriate - Typically, 3+ years of relevant experience working in finance/accounting related field - An ability to gather, analyze and evaluate facts, define problems, draw valid conclusions and to prepare and present concise oral and written reports - An ability to establish and retain effective working relationships with other staff and to communicate clearly and effectively, both orally and in writing - Ability to handle sensitive matters on a confidential basis - Fluency in English with a proven ability to express himself/herself well verbally and in writing