Job Description
Context and purpose of the job
The Project Finance Officer is part of an SNV Country Organisation and is appointed to one or more projects in the country.
The Project Finance Officer supports projects in their financial administration, ensuring the project finance is compliant to SNV policies and procedures as well as donor finance procedures, regulations and guidelines. The Project Finance Officer safeguards the finance control of projects, including budget and periodic progress monitoring and takes actions for overall profitability/financial health in line with the budget.
Key activities
Financial Accounting and Administration
Records financial project data into systems, monitors and analyses project data. Executes, checks, and consolidates all necessary activities and checks to assure complete and correct allocation of project costs, in line with financial regulations, SNV financial standards and guidelines and donor requirements.
Maintaining and monitoring an effective and efficient system of internal controls (i.e. ledger, balance sheet reconciliations, cash and bank management etc. in SAP by Design.) which comply with SNV’s financial guidelines and minimize the risk of fraud or misappropriation.
Ensure that project financial management systems and records are adequate to identify and protect the assets and interest of the organization and Donor.
Ensure that the systems and procedures in place enhance, as far as possible, the efficiency and effectiveness of the manner in which assets are utilized.
Ensure that the country financial operations comply with legal and statutory requirements e.g. audit and financial reporting to all relevant national authorities.
With the support of the finance, HR, Procurement , Admin and program team keep up to date with donor regulations and ensure that all controls are in place to meet donor compliance.
PFO performs financial, accounting and audit tasks including other tasks as requested by the line manager, CFM, upon need and specific request.
PFO support all projects of SNV Bangladesh, in case of absence of other FO/FM and support to project reporting on a regular and timely basis.
PFO is responsible for supporting CFM in any NGOAB and other Govt. related financial reporting and audit requirements.
Will be responsible for EKN funded SUWC project, and some other potential project.
Ensure that the accounting package -SBD (SAP by Design) is maintained in a proper manner and utilized in an appropriate and effective manner.
Facilitate internal, external and donor audits and associated reviews of field systems.
Ensure that all statutory deductions & taxes in respect of national staff are complied with & to liaise with relevant authorities in this respect.
Ensure the VAT and tax compliance and submit the report to authority in time.
Financial Planning
Executes the budgeting process and periodically forecasts and supports control, monitors (audit) all financial related activities within the project.
Assist the CD and PM - budget-holders in preparing budgets and revisions in line with strategic plans and organizational objectives. This involves supporting, facilitating, and consolidating the financial budgets.
Preparing monthly management accounts (budget vs. actual) and working with the programme teams and department managers to understand their expenditure reports (management accounts) and budgets
Ensure the accurate preparation of financial reports and ensuring both organizational and donor requirements are met within agreed timeframes.
Financial business project control and information
Regularly provides (requested and non-requested) financial reports, analysis, and advice to provide insight in the overall projects financial status to safeguard financial performance, profitability and to estimate financial risks and take precautions. All in line with donor and SNV financial guidelines.
Provide advice, balancing country interests, relevant regulation, corporate standards, and guidelines, taking the project set-up with different donor regulations into account.
Guides the Project Manager with country budgets, country project administrations and country project reviews in multiple country projects.
Donor reporting
Provides financial reports to meet both internal and external donor requirements.
Supports the project manager is being compliant to internal- and external procedures and regulations and SNV and donor guidelines regarding the financial administration of projects.
NGOAB Financial Management and other government compliance
Support to coordinate with NGO Affairs Bureau for project approval, fund clearance, FD-6 revision, annual report, audit report, abroad visit and other purpose query letter.
New project related task with NGOAB, regular follow up with NGOAB consultant and inform the project CD/PM/SL as and when required.
Prepare and review the FD-6 budget in consultation with the project team and CFM.
Ensure all FD-6,2,3,4 and other related communication with NGOAB in respective file.
Provide audit support for respective project of FD-6 to complete the report timely and submitted to NGOAB within deadline.
Review and finalize the FD-4 report with auditor in time to avoid any further delays of NGOAB fund clearance.
Review the NGOAB fund analysis for the respective FD-6 and give advance information to CFM, PM and CD.
Review the analysis for international staff related issues and foreign trip of project staff to NGOAB compliance.
Keep liaison with the respective NGOAB officials and other Directors to ensure the NGOAB Compliance in timely manner.
Review the FD-6 from the donor budget and mapping the NGOAB budget with Donor Budget.
Ensuring the timely release of the fund as per approval of NGOAB and communicate with the respective person to get the fund clearance letter and project approval of NGOAB. Also finalize the NGOAB required explanation and statement.
Ensure all legal compliance for the provident fund and gratuity fund and financial reporting authority in Bangladesh.
Management reporting
Collect, review, analysis and interpret (trends in) financial and non-financial data, draft financial and administrative reports on projects and donor using SNV corporate and donor reporting formats.
Month closing & other SAP related tasks -
will assist CFM for regular month closing activities for the following tasks-
Posting recurring JEV, vehicle allocation, facility cost allocation,
IC reconciliation, Balance Sheet GL clearing, and other related tasks of closing.
Also support for year closing, extensive closing throughout the year.
Salary invoicing & BDIN posting.
Central Bank Payment –
All types of bank payments will be made centrally. PFO/PA will provide relevant information regarding payment, Other PFO will review and process to bank. And send request to signatory to sign into bank. Salary will be managed centrally and other PFO will process the bank payment,
Prepare payment voucher & SAP posting for SUWC and other potential project.
RABO payment – to ensure proper fund transfer to all projects, will prepare liquidity forecast, get approval from MGT, prepare payment voucher, ensure SAP entries, and help in upload the payment in RABO bank account.
Project Inventory Management –
Ensure and review periodic asset lists and conduct physical verification of inventory of assign project under supervision of CFM.
Audit Management
Preparation of financial statements including GL analysis of projects
Facilitate external audit and coordinate with auditor for timely audit completion and ensure timely submission of audit report to donor and to NGO Bureau, under supervision of CFM.
Multiple Project Activities
As assign by the management should take the responsibility to working in multiple projects.
Must have proper knowledge for all project activity.
Collaborating with Finance Intern and PO, provide training on SBD, ensure project support to SUWC project on internal control, audit protocol and Government Compliances.
Support to Business Development
Assists in development of budgets in proposals. Guides and oversees qualification process for grants if applicable.
Safety security of financial information
Ensure safety & security of financial information as PFO will be managing central payment process along with salary payment process.
The above list of job responsibilities is not exclusive or exhaustive and the position will be required to undertake any assigned responsibilities assigned by his/her Supervisor as may reasonably be expected within the scope of the position.
Qualifications
Masters in Finance/accounting. CA CC is preferrable.
At least 5 years’ professional work experience in Development sector or a similar organization preferably in international NGO in similar role.
Experience managing large and multi donor (especially EKN, FCDO, DGIS, BMGF, USAID, EU etc.) programme budgets.
Excellent command of English language both written and spoken.
Experience in SAP/SAP by Design system is a clear advantage.
Competencies
Accuracy- The ability to work accurate and diligent, with an eye for detail aimed at preventing mistakes.
Problem analysis- The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
Integrity - Adherence to the standards, values and rules of conduct associated with one’s position and the culture in which one operates. Being incorruptible.
Result orientation- The ability to take direct action in order to attain or exceed objectives.
Additional Information
Duty Station :Rajshahi with frequent travel to other project areas
Contract Duration : This is a fixed term position for 2 years.
Expected Joining Date : As soon as possible.
Working Hours : Full time (minimum of 40 hours per week)
Salary & Benefits : Competitive salary as per organisation salary structure. Provident fund, gratuity, group life insurance, critical illness for employee, hospitalization insurance coverage for employee and family member (spouse and children) and other benefits will be applicable according to the policy.
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