Finance Officer – Maternity Replacement – 10 months

BACKGROUND

Diakonie Katastrophenhilfe, a Germany based humanitarian agency, provides funds for emergency aid worldwide since over 60 years. It supports people who have fallen victim of natural disasters, war and displacement and who are not able to cope on their own with the emergency situation they find themselves in.

DKH’s Regional Office for West and Central Asia (DKH RO), – located in Amman, Jordan – engages in Emergency Relief, Rehabilitation and Disaster Risk Reduction projects in the region. It is DKH’s approach to implement projects through local partners around the world.

Currently, under the umbrella of the Regional Office, Disaster Risk Reduction and Disaster Risk Management focused projects are implemented in Afghanistan, Pakistan, and OPT/Gaza, while Emergency Relief programs responding to the Syria crisis are running in Turkey, Iraq, Lebanon, Jordan and Syria. The Regional Office is also responsible for coordinating response programs in case of acute emergencies in South and Southeast Asia.

JOB DESCRIPTION – RESPONSIBILITIES

Work Location: Amman, Jordan

Starting date: ASAP

Working under overall supervision of the Head of Finance Regional Office, the Finance Officer is to support with the following tasks:

1. DKH RO FINANCES

Accounting

• Maintain the books of accounts, i.e. ledger, sub-ledger, cash book and all other records as required, following relevant DKHRO and HQ regulations
• Day to day accounting & bookkeeping of the DKH RO, record all financial transactions and properly file associated documentation
• Process payment of contractors’ and suppliers’ claims and check for the compliance of the claims
• Review and process staff reimbursements
• Carry out the calculation of the payroll, including Social Security, Tax & other staff benefits for all DKH RO staff
• Check & verify documentations received & liaise with other staff members to ensure quality, following relevant DKH RO requirements
• Carry out payments of all regular area office expenses such as office rental, bills, advances, etc., maintain payment record of all invoices received
• Prepare cheques and transfers, ensure proper and timely receipt by the appropriate payee
• Maintain the petty cash, with all due accounting and security precautions
• Responsible for daily, monthly & yearly closure (bank reconciliation, cash counts, inventory sheet reconciliation and update)
• Conduct regular monitoring of the bank account(s) & perform all bank related duties
• Process and monitor closely office and travel advances (request, liquidation, payback, book-keeping)
• Responsible for performing monitoring of expenses and account reconciliations
• Maintain and manage all Social Security & Tax matters of the DKH RO
• Maintain and manage all records related to DKH RO assets
• Ensure appropriate filing of the electronic and hard copies of financial documents and reports
• Maintain and be custodian of all accounts and financial documents, data & files
• Maintain payee statement records for all suppliers and prepare up to date supplier data for tax purposes
• Make record and timely payment of monthly rent, annual payment to various service provider (and renewal of agreement as per the contract signed
• Carry out any other duties that may be required to ensure the smooth operation of DKH RO’s work

Administration, Logistics and Procurement

• Check monthly car and phone log reports and ensure reimbursement for private usage of DKH RO’s staff
• Oversee logistics and other administrative tasks as required
• Contribute to the organization of finance meetings and prepare meeting minutes
• Check all procurement documents as per DKH RO regulations and ensure compliance

Budgeting and Reporting

• Prepare monthly finance reports and monitor the DKH RO’s budgets
• Support Head of Finance Regional Office in budget revisions
• Support the Head of Finance Regional Office with contributing to the budgeting process of upcoming grant proposals
• Provide assistance to Program team with all project finance-related issues
• Prepare interim and final financial reports for various projects
• Support the Head of Finance Regional Office with monitoring budget forecasts, projects’ funds, and cash in hand
• Ensure the accuracy of the cash in hand and bank
• Track exchange rates and report on expenses based on DKH RO policy

Audit and Compliance Process

• Support the Head of Finance Regional Office with development of the procedures, policies and forms to facilitate DKH RO Finance management, maintain high standard of compliance and mitigate risks
• Support the Head of Finance Regional Office with the review of DKH local partner’s audits in the focus countries and formulate sustainable recommendations
• Support Head of Finance Regional Office in internal audits, compliance and financial investigations assignments
• Provide continuous feedback and orientation to Program team regarding the expenditures and advance process (request, eligibility, conversion, payment, etc.)
• Support the Head of Finance Regional Office in working together with the National Chartered Accountant and auditors to ensure a proper annual closure

1. SUPPORT with PARTNERS’ FINANCIALS:

• Advise Program team on funds management methodology, structure and best ways to optimize use of resources. Provide financial guidance before field visits
• Develop with Head of Finance Regional Office the necessary orientation training to DKH or back donors’ financial requirements for all partner organizations
• Support the Head of Finance Regional Office in preparing for partner external audit

QUALIFICATION AND EXPERTISE

The Finance Officer should have the following qualifications, skills, and competencies:

• Relevant degree in finance and accounting
• Minimum 4-5 years of relevant work experience in finance related positions
• Strong knowledge in financial tools and management
• Excellent computer skills (PowerPoint, Word, Excel, Outlook)
• Well organized and attention to detail, good analytical and numerical skills
• Excellent language skills in English
• Must be able to maintain highest level of confidentiality regarding work-related information and data
• Commitment to the values of Humanitarian sector, show high interest in working in this sector
• Able and willing to learn to extend his/her scope of work
• Knowledge of Jordanian finance rules and its legal environment is an asset
• Self-motivated, proactive, able to come up with initiatives or undertake actions with minimal supervision
• Energetic, independent yet excellent team player
• Sense of responsibility, concern for quality, result orientation
• Outstanding personal values: integrity, commitment, respect for diversity, excellent interpersonal skills