Finance Officer (Iraqi nationals only)

Job Title: Finance Officer (national position)

Function: Finance

Job Group: Finance

Duty Station: Erbil, Iraq

Administrative Line Manager: Head of Department Finance, Administration and Human Resources

Technical Line Manager: Head of Department Finance, Administration and Human Resources

Line Management Responsibility: Finance Assistant

ABOUT US

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath through the implementation of unarmed civilian protection programming. NP implements programming through the deployment of civilian protection teams to the field and is continuing to scale up to meet the growing needs in the communities we serve. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection and inter-communal violence reduction.

JOB PURPOSE

The Finance Officer is responsible for supporting NP’s financial management. The Finance Officer supports NPs budget management and reporting, accounting, funds management, preparing donor finance reports, contributing to fraud control procedures, payroll, and ensuring robust management of NP’s resources and accountability towards donor and internal standards. The Finance Officer is responsible for cashier duties of cash disbursements, cash receipts, and petty cash management and ensures that vouchers and purchase orders are in line with NP policies and have adequate supporting documentation.

In its role as a support to the Programs and other Departments, the Finance Department provides timely reports and assistance to all departments, Donors and HQ to ensure that financial resources are used efficiently and effectively.

KEY OBJECTIVES/RESPONSIBILITIES

Financial Documents

• Ensure that all payments have the necessary documents attached including
  • Purchase Request
  • Contract
  • Quotations
  • Invoice
  • Proof of payment
  • Purchase Order and
  • Payment Disbursement Form
• Ensure that before payment is done for contracted services, the contract is up to date

Receipt of supplier invoice & payment process

• Review invoices for accuracy and proper approval
• Process invoices and payments in Quick Books accounting system
• Entry in the accounting system is as per the grant and budget line
• Ensure proper filing and supporting documentation is in order on a monthly basis and per grant

Petty Cash & Cash Fund Management

• Maintain a cashbook for all petty cash transactions
• Ensure that petty cash count is done on a weekly basis
• Ensure that the petty cash of all currencies match the cash book balance every time the cash count is done
• Maintain a control sheet for R&R allowance for all staff
• Maintain a control sheet for all professional/payroll advances and clear it every week

Cash Disbursement to Field Sites

• Ensure all disbursements and liquidations are recorded in good time

Bank and Control Accounts Reconciliation

• Ensure that all bank transactions are recorded in Quick Books
• Reconcile the bank account on a monthly basis

Cash Forecasting

• Assist the Head of Department and the Head of Mission in preparation of the cash forecasts

Monthly closure & Financial Reporting

• Ensure that all vouchers and expenses are posted in Quick Books by the end of the month

• Prepare month end reports including bank reconciliations, budget vs. actuals reports, A/R, A/P, payroll reconciliation and cash forecast

• Prepare schedule of Interco recharges and submit to HQ

• Maintain real time accounts payable system with monthly submission to HQ

Payroll Management

• Maintain master payroll file
• Run the payroll monthly and print payroll reports (pay slips, leave summary, etc.)
• Reconcile cash withdrawal to cash payroll payments made, and file documents
• Reconcile the offshore payroll with the interco charges and booking to Quick Books

Budgeting Process

• Support to the Head of Department and Programme team in the preparation and monitoring of program budgets

• Assist in the preparation of the budget for the Finance Department

• Work with Finance Manager and Head of Mission to coordinate the annual programme budgeting process

Others

• Ensure internal controls are implemented throughout the country programme with a specific focus on ensuring thorough fraud prevention processes and oversight.

• Ensure time sheets are completed by all staff and filed with HR

• Identify and build, or facilitate staff capacity building on finance procedures to non-finance staff

• Support of grant management

• Perform other duties and/or assignments as required.

QUALIFICATIONS AND COMPETENCIES

Education, Knowledge and Experience

• University degree in business or public administration, finance, accounting, CPA or related area.
• Commitment to the humanitarian principles (humanity, neutrality, impartiality and independence) and the work of Nonviolent Peaceforce
• A minimum of three years of progressively responsible experience in administration, finance, accounting, or other related area is required.
• Experience in finance with a humanitarian nongovernmental organization
• Experience interpreting and applying accounting standards and procedures, applicable country rules and regulations, and grants management.
• Field experience in emergency situations is required
• Experience working in multi-cultural environment
• QuickBooks experience
• Fluent in English and Kurdish. Working knowledge of Arabic is a significant advantage.

Skills

Independent Judgment/Analytical:

• Ability to manage information with discretion Ability to set priorities, solve problems and analyse data
• Demonstrated ability to effectively process and consolidate information and documentation from multiple locations

Interpersonal:

• Flexible, energetic and adaptable
• Ability to work in a multi-cultural environment
• Proven ability to build relationships

Languages:

• Ability to interact confidently with and present detailed financial information effectively to colleagues and external contacts in verbal and written English, Arabic language skills are a significant advantage

Financial Management:

• Proficiency with the Microsoft Office suite and accounting software; QuickBooks
• Demonstrated attention to detail
• Skills in budgeting and budgetary control