Administrative and Financial Officer

For the Cordaid Country office in Central African Republic Cordaid is looking for an Administrative and Financial Officer.

Introduction

Cordaid, in its intervention strategy for the implementation of development projects, places particular emphasis on the development of thriving communities. To achieve this, it relies on four essential pillars: health, education, security and justice as well as the economic recovery of households.

Position and responsibility

Under the direct supervision of the Project Coordinator and the Senior Finance Manager, the Administrative and Financial Officer is responsible for ensuring management, accountability and transparency at all levels through the empowerment of Cordaid CAR and partners. Ensure proper planning and budgeting and minimize risk exposure for Cordaid CAR and sub-recipients.

General objective of the posting

The objective of this position is to coordinate the financial management of grants for Cordaid CAR's Global Fund HIV and TB project, which will be implemented in cities across the country. Ensure compliance with grant regulations, timely and accurate financial reporting, and capacity building of Cordaid CAR financial staff and Sub-recipients.

Support effective decision making and financial sustainability of the project for internal and external stakeholders.

Specific objectives

Grant Monitoring and Compliance

Ensure that grant financial tracking/monitoring systems are established and maintained in accordance with Global Fund requirements and Cordaid policies;
Ensure that the grant complies with all Global Fund requirements, regulations and policies during all phases of the project;
Ensure accuracy, efficiency and effectiveness in all areas of grant accounting;
Regularly assess internal control systems that meet grant accounting needs, including necessary and appropriate adjustments to AX coding, database integration, etc;
Provide guidance on budgeting, reporting, indirect project cost allocation, time-sheet processing, reconciliation, to establish high standards of grant accounting;
Review and approve all journal entries to ensure they are properly recorded in the financial database;
Maintain regular communication with support office financial staff regarding the financial status of the project.

Sub Recipient Monitoring and Capacity Building

Manage and ensure that Sub-recipients have internal control systems in place so that accounting records are complete, accurate, and are maintained on a consistent basis within generally accepted accounting principles;
Take responsibility for the continuous improvement of the quality of financial documentation/reports submitted by sub-recipients as a result of training sessions conducted.
Ensure timely submission of reports by sub-recipients to allow for review and consolidation of reports for timely submission to the donor following training sessions;
Conduct field visits to ensure that financial reports can be linked to programmatic reports;
Through the review of submitted financial reports, all sub-recipients are aware of their performance, opportunities for improvement and what is expected of them.

Financial Accounting

Maintain accounting records and project files;
Train sub-recipients (partners) with low capacity to develop accounting records;
Provide confirmation of budget availability before expenditures are made under the Global Fund malaria program;
Review and submit program financial data to the finance department in a timely manner or incorporate into the general ledger.

Financial Reporting

Ensure that financial reports are received from sub-recipients, reviewed and consolidated, and available to assist in decision making;
Prepare monthly financial reports for the Principal Recipient to ensure that expenditures are monitored and are within the approved budget. Variances are explained;
Consolidate sub-recipient financial reports with those of the PR for timely submission to the LFA for review and subsequent submission to the Global Fund. This ensures the timely disbursement of Global Fund funds to the program. Subsequently, the sub-recipients receive the disbursements on time, allowing for the implementation of planned program activities;
Respond in a timely manner to any requests related to the financial aspects of the grant from the Global Fund, auditors and sub-recipients.

Cash and Asset Management

Manage the overall project liquidity process to ensure adequate funds are available to meet sub-recipient disbursement requirements and obligations;
Review monthly bank reconciliations;
Ensure that an asset register is maintained.

Risk Analysis

Conduct quarterly analytical reports submitted to CFO and management;
Assess the capacity of sub-recipients' financial management systems for their ability to manage and accurately account for grant funds.

Qualifications

Minimum of a master’s degree or equivalent qualification in finance or accounting;
Strong knowledge of accounting principles, financial systems, budget/cash flow monitoring and internal accounting controls;
Minimum of five (5) years of experience, including two (2) years in grant and international NGO accounting;
Certified Public Accountant (CPA) or CPA would be desirable;
Good understanding of working with sub-grantees at a senior level;
Basic understanding of major donor regulations. Prior experience with the global fund is preferred;
Demonstrated expertise and experience in supervising consortium partners;
Experience and proficiency with financial software and reporting systems;
Self-starter, strong organizational and planning skills; ability to work independently and under pressure;
Ability to manage interpersonal relationships and work effectively with others, establish and maintain good working relationships in a multicultural and multi-ethnic environment, while demonstrating sensitivity and respect for diversity;
Proficiency in Microsoft Office programs, including Excel and Word;
Excellent oral and written communication skills in English and French;
Experience and ability to work in a cross-cultural environment with multi-national staff;
Strong interpersonal and public relations skills;
Availability and ability to travel regularly and on short notice.