This is an exciting role in the finance and systems department. Its relationship is multi-dimensional,

internally with program team, logistics, and other teams in the department. Externally, it has relationships with donors, partners, and other stakeholders. These relationships put this role as a very critical business role player that brings excitement for broader learning and future professional growth.

Core details

Location: Addis Ababa with frequent Travel to the field office

Our package: As per Oxfam benefit Package

Internal Grade: D1

Division:  Finance

Job Family: Finance

Contract type: Fixed-term contract for 1 year

Hours of work:  37.5 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

This role reports to: Country Finance Manager

Staff reporting to this post: : None

The annual budget  for the post: None

Key relationships/interactions:

Program team, finance team, logistics, and partners.

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

DBS checks (for roles based in the UK): It is a requirement in the UK for a new DBS check at the 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).

Please specify the level of DBS check. If not, please ty

Key responsibilities

Finance Operations

• Making sure the partners use the updated budget for reporting
• Checking BVA reports for partners and notifies program managers and Country Finance and Systems Manager
• Making sure donor financial reports are prepared timely
• Creating folder /both in soft and hard copy for the new contract (Original)
• Updating the tracking sheet for the partner and making sure the contract is Opalized (internal system)
• Assist Finance team in reviewing and revising /developing donor financial policies and procedures
• Assist Country Finance and Systems Manager in donor financial statement preparation and audit facilitation
• Perform such other duties as assigned by Country Finance and Systems Manager
• Facilitate cash transfer and Top-up requests of Tigray Humanitarian response activities
• Ensure Tigray response activities obtain sufficient finance operation support, link the requested support with Country Finance and Systems manager and, finance coordinator

Partner Finance Management  

•  Working on actual document verification on the eligibility of partner expenditure before posting on system
• Review expenditures made by the implementing partner and assess whether they are in accordance with the requirements reflected in the partnership agreement, donor agreement, etc.
• Review the process for procurement/contracting activities and assess for being transparent and competitive.
• Review the records of requests for direct payments and ensure that all are signed by authorized assigned authorized staff.
• Review the subsequent clearance of accruals
• Review the clearance of legal tax requirement settlements
• Review bank and cash account reconciliations.
• Review on the closure of transaction (i.e project hand over, distribution list, construction hand over, etc)
• Making sure all financial report documents are stamped, scanned, and uploaded on the system
• Participate in partners’ capacity assessment with Programs, Logistic, and HR before signing the partnership agreement
• Coordinate closely with the accounts staff of the Donor/programme finance staff/ Country Finance and Systems Manager /Finance Coordinator to ensure the finance issues of the programmes run smoothly and effectively.
• Passing partner expenditure Journal and any adjustments as required
• Liaison with the partner on transfer request and coordinator transfer request with Finance Coordinator for timely submission to HQ
• Manage Partner budgets, reporting & compliance including projects audits
• Be responsible for checking payments to Partners, respecting the agreed procedures and Oxfam requirements.
• Set up systems and processes to build the capacity of partners’ finance staff.
• Carry out independent project internal audit annually, evaluate internal control systems, and report any deviations to Country Finance and Systems Manager.
• Provide support to programme in payments, monitoring, and review OPAL budgets including partner and grants agreement letters.
• Check Partners’ reports in cooperation with Country Finance and Systems Manager and communicate to Grants Accountant to prepare the Donor Reports.
• Participate in partner capacity assessment mission, provide capacity-building training to partners as required.
• Training and develop partner capacity to ensure they understand donor and Oxfam financial management requirements.

Donor Proposals, Reports, Audits, and Budgets

• Assists programme managers and officers in the preparation of project budgets and proposals
• Provides advice to programmes teams on donor regulation and proper donor budget format
• Provides coaching and training on donor funding requirements as needed
• Prepares monthly budget variance report in donor format and currency and discusses the same with budget holders to take corrective action if needed
• During the Monthly Finance Report (MFR) meeting discusses with project managers reasons for budget variances and implements actions to correct them
• Prepares MFR meetings and minutes and follow up progress on action points
• In consultation with the Finance Manager and programme staff, reviews partners financial reports
• Coordinates with country office funding team and closely monitors CRIMSON ledger
• Prepares donor financial reports for review by management and submission to the donors
• Contributes to ensures all financial reports being submitted are timely, complete, and accurate
• Provides information to funding team on financial transactions and other queries
• Provides input and analysis required by programme managers and officers to monitor and report on financial activities of their projects
• In consultation with OPAL Administrator, monitor the debtors account to ensure all outstanding donor and other income is received and recorded appropriately
• Assists the Programmes team in contracts reconciliation and closure of the same
• Reconciles monthly project accounts and ensures appropriate action is taken by respective staff
• Liaises with logistics, human resources, and finance to ensure donor compliance
• Builds capacity and advises programme officers and managers on financial compliance requirements
• Files all grant agreements, reports and correspondence for the project/contract through OPAL and CRIMSON ledger as well as in hard copy
• Facilitates all Donor audits and follows through on effective and timely resolution of matters arising
• Ensures auditors get all financial information they need

 Restricted fund and contract management

• Work with the programme teams to keep the funding schedules up to date
• Provide an overview to Oxfam of contracts secured, matched funding needs, and funding gaps to inform fundraising efforts
• Be central in assisting in the preparation of financial budgets and reports for institutional donors
• Work with programme teams to ensure that all contracts are monitored both in financial and non-financial terms on a regular basis and any implications arising are resolved
• Manage the compliance of contracts for Oxfam to ensure that all the financial and reporting obligations are met and adhered to

Other responsibilities related to finance

• Assist Finance team in reviewing and revising /developing of donor financial policies and procedures
• Assist Country Finance and Systems Manager in donor financial statement preparation and audit facilitation
• Perform such other duties as assigned by Country Finance and Systems Manager

Oxfam general:

• Ensure implementation of Oxfam GB’s operational policies, procedures, and guidelines, especially gender equity, in all aspects of Oxfam’s work.  With support from technical advisors and programme service staff as needed.
• Act as Oxfam’s representative at the local and national level with local authorities, partners, etc. as required, mainly in events relating to accounting/finance.
• Be a member of Oxfam’s team, participating in appropriate staff meetings, planning sessions, and ongoing liaising as needed.

Essential:

• Bachelor (BA) or Degree from a recognized university/college in Accounting, Finance, or any other related areas that can bring added value to the job.
• Minimum of 6+ years of relevant experience in Finance, project financial management / Partner management or a Joint ventured company, preferably in an international NGO and out of which 2 years should be supervisory/managerial experience.
• Experience in giving training in accounting for non-accounting people, and in building financial procedures preferred.
• Have integrity and be committed to serving the needs of the poor in Ethiopia through completely transparent accounting procedures and bookkeeping training of local project partners from the rural areas.
• Good command of computer software packages e.g. WinWord and Excel. Eager to learn new software packages to adapt to real project finance management needs.
• Results-oriented with accuracy and strong attention to detail
• Strong interpersonal skills, sensitivity to cultural differences, and ability to work in a wide variety of cultural contexts
• Strong organisational and personal management skills, with the ability to prioritize work issues to meet deadlines with minimal supervision and adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Ability to work effectively in a fast-paced environment and under pressure
• Ability to adjust to constantly changing situations while maintaining focus on delivery and follow-through
• Good personal communication skills, in written and verbal English and Amharic, with influencing and persuasive skills. Able to use different approaches to achieve followership
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience in integrating gender and diversity issues into finance.
• Willingness to travel and work in the rural areas where the project’s main activities are located including medium/high-risk areas
• Ability to work independently, as well as in a team.

Desired

• Complete Professional Qualification in ACCA, CIMA.
• Knowledge of various accounting software with special emphasis in Oxfam financial management system

 Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to undertake Oxfam’s safeguarding training and adherence to relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Oxfam Behaviour Competencies and Commitments:

• Decisiveness – We are comfortable making transparent decisions and adapting decision-making modes to the context and needs.
• Humility – We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
• Relationship Building – We understand the importance of building relationships, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.
• Mutual Accountability – We can explain our decisions and how we have taken them based on our organizational values.  We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.
• Agility, Complexity, and Ambiguity – We scan the environment, anticipate changes, are comfortable with lack of clarity, and deal with a large number of elements interacting in diverse and unpredictable ways.
• Systems Thinking – We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome, or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well-unintended consequences of organizational decisions and actions.
• Strategic Thinking and Judgment – We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
• Vision Setting – We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
• Self-Awareness – We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.

Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct.