Finance Officer

Brief description of HIH:

Hand in Hand for Aid and Development (HIHFAD), previously operating as Hand in Hand for Syria, was established as a UK registered charity soon after the start of the Syrian crisis in 2011 by a group of British Syrians to deliver humanitarian assistance to civilians impacted by the conflict in Syria. From humble beginnings the charity has grown to become one of the leading humanitarian actors serving Syrian communities both inside Syria and in neighbouring countries, employing over 1000 staff in Syria, Turkey, and the UK. As the organization grows, it now handles multiple institutional donors such as UN, International NGOs, and bilateral governmental agencies.

Job Responsibilities:

Projects Financial Management:

• Ensuring implementation of all transactions in all projects according to the organization policies and the signed contract with partner in coordination with the team in addition to ensure that all financial documentation forms are in place, and they are in conformance to the organization financial policy according to the line manager instructions.
• Preparing the projects transactions list in coordination with the management of programs according to the line manager instructions.
• Preparing the financial reports for all projects assigned to him/her and preparing the budget comparison with the actual projects monthly spending in cooperation with the team and in coordination with the management of programs.
• Coordinating with project officers to ensure reviewing the projects monthly financial reports, checking the disbursements and their conformance to the budget lines in coordination with management of programs.
• Coordinating with project officers to verify the purchasing orders and their conformance to the budget lines in the projects and ensuring that there is sufficient financial coverage for the monthly purchasing orders in coordination with the logistic department and the management of programs.
• Conducting the budgets revision process of all projects assigned to him/her in coordination with the project’s officers taking the time factor in the project life cycle into consideration in coordination with management of programs.
• Coordinating with the project officers to inform the management of programs and the line manager when there is need to conduct review of the budgets of the projects assigned to him/her through estimating the over/under spending ‎and conducting review the projects financial budgets and the signed contracts with partners in coordination with projects officers and the involved parties such as the HR department and the logistic department according to the line manager instructions.
• Coordinating with partner regarding any inquiries about any consequential expenses on projects budget lines in cooperation with the finance team and in coordination with ‎management of programs according to the line manager instructions.‎
• Verifying that employment orders are in conformance to the budget lines, salaries coverage duration in the project and that there is enough financial coverage of salaries according to the adopted salary scale in coordination with HR department, management of programs according to the line manager instructions.‎
• Preparing cash forecast reports for all projects assigned to him/her in cooperation with the finance team and coordination with management of programs.
• Preparing the instalments for partners reports and their conformance to the signed contract based on cash forecast files for projects in cooperation with finance team and coordination with management of programs.
• Representing a focal point of the finance department with partners in coordination with management of programs according to the line manager instructions.
• Preparing, checking, and submitting the monthly financial reports to partners in all projects assigned to him/her and responding to any inquiries from them in coordination with project officers according to the line manager instructions.
• Attending the special internal and external meetings with partners according to the line manager instructions and preparing reports about these meeting to be sent to the line manager to provide feedback about the topics of these meetings.
• Representing the department in all meetings of the projects assigned to him/her such as kick off ‎meetings or projects tracking meetings and providing feedback for the line manager.‎

The Financial Link:

• Conducting the correct and periodical entry of all financial data and information on the adopted finance programs in the department in cooperation with the finance team and according to the line manager instructions.
• Checking all the documents of tenders and purchasing orders and ensuring its conformance to the adopted policies in the two departments in coordination with the logistic manager and according to the line manager instructions.
• Preparing all the financial instalments for the projects assigned to him/her and following them according to the adopted schedule for instalments in the signed ‎contracts with partners in cooperation with the finance team and in coordination with projects officers in addition to ensure applying the adopted policy procedures in the department according to the line manager instruction.
• Verifying all paper forms of all financial processes in the projects assigned to him and to ‎ensure archiving them properly according to suitable archiving system in accordance with the ‎work needs in addition to financial auditing in cooperation with the team.‎

Financial Archiving:

• Applying the quality standards in all the all-financial reports of all the projects assigned to him/her, checking, and updating these reports periodically and reviewing them the project officers before sending them to the partners.
• Committing to the projects reporting plan of the projects assigned to him/her and providing all its paper forms in addition to ensuring its conformance to the adopted financial policy in the organization.
• Coordinating with partners and other programs and departments regarding any violations and breaches for the finance policy and investing the lesson learned continuously in coordination process with partners according to the line manager instructions.
• Cooperating with the financial team to supervise the archiving process for all paper forms and financial documents for all financial processes in accordance with the adopted organization policy and according to the teamwork and partners auditing processes requirements according to the line manager instructions.

Financial Auditing Process:

• Coordinating with all supporting departments and officers of projects in all financial auditing processes and informing all the respective departments about these processes and their dates according to the line manager instructions.
• Coordinating with all supporting departments such as HR department to provide the projects employees’ ‎supporting documents and contracts or any other requests from donors according to the items ‎of signed contract of the project and following up with the logistic department regarding the ‎tenders paper forms ,purchasing orders and transactions ‎to ensure providing all the required ‎paper forms for all the project financial reports in cooperation with the finance team according ‎to the line manager instructions.‎
• Responding for all the donors inquiries in the financial auditing process in coordination with the ‎project officers according to the line manager instructions.‎
• ‎To coordinate sharing the results of the financial auditing processes with all the respective ‎departments and reporting any resulted findings in order to set working plans to invest the lesson ‎learned from auditing processes.‎
• Participating in consultancies coordination with the organization certified public accountant to ‎ensure commitment to all the adopted financial laws in the country in cooperation with the team ‎according to the line manager instructions.‎

Knowledge and Qualifications:

• University degree in Commerce and Economics or any related studies, Institution certificate of Business Administration or Accounting or Financial and banking, or any other certificate related to the field of financial work in non-profit organizations.
• Two years or more in financial work with non-profit organizations.
• Good or advanced level of English Language.
• Excellent command of Microsoft Office programs.
• Experience in working on QuickBooks gives priority, and knowledge of Turkish language also gives priority.