Finance & Admin Officer

Reportable to: Project Manager

Position Overview: The Finance and Admin Officer play a crucial role in overseeing all financial activities within the organization, ensuring that funds are managed responsibly and effectively. This includes preparing and presenting financial statements, monitoring budgets, and analyzing financial data to ensure proper allocation and use of resources. The Finance and Admin Officer will also manage accounts, payroll, and cash flow, ensuring compliance with financial regulations. Additional responsibilities include mitigating financial risks, managing financial systems and liaising with stakeholders.

Key Responsibilities:

Financial Monitoring and Reporting:

• Maintain accurate financial records, ledgers, and accounts for the project.

• Prepare and analyze financial reports, including balance sheets, income statements, and cash flow statements.

• Monitor project expenses and ensure alignment with the approved budget.

• Allocate staff costs based on timesheets and program cost-sharing percentages.

• Review payment documents for completeness and accuracy.

• Prepare financial statements and provide regular updates to project managers and senior management.

• Ensure compliance with Pulse BD and IRC as well as government financial regulations.

Budgeting and Forecasting:

• Assist in the preparation of project budgets aligned with project goals and objectives.

• Collaborate with project teams to develop financial forecasts and track performance.

• Identify potential cost overruns and recommend corrective actions.

Cash Flow & Risk Management:

• Monitor project cash flow and manage fund disbursements.

• Ensure timely payroll processing and fund allocation.

• Identify financial risks and implement mitigation strategies to avoid overspending or underutilization.

Compliance & Audit:

• Ensure compliance with donor requirements and internal financial controls.

• Prepare financial documentation for audits and assist in audit processes.

• Review and approve project expenditures, ensuring adherence to internal controls and procurement regulations.

Stakeholder Engagement:

• Liaise with donors, government authorities, and stakeholders to provide financial updates.

• Collaborate with program staff to align financial and programmatic objectives.

Team Management & Capacity Building:

• Provide guidance and training to project teams on financial procedures.

• Foster a learning environment and ensure that all team members understand financial policies and systems.

Cash Operations & Bank Management:

• Process cash withdrawals and ensure timely bank payments.

• Liaise with bank officials to ensure uninterrupted services.

• Prepare monthly bank reconciliation schedules and review bank statements.

• Ensure internal control procedures for all cash disbursements, receipts, and transfers.

Payroll and Taxes:

• Review national staff payroll for accuracy and compliance.

• Ensure that payroll records adhere to financial controls and that payments are legitimate.

Supply Chain Responsibility:

• Collaborate closely with procurement committee to ensure that financial transactions align with procurement and inventory processes.

• Prepare Purchase Orders (POs) and review Purchase Requests (PRs) to ensure proper coding, budget adequacy, and compliance with donor regulations.

• Support the procurement process to ensure it adheres to, Pulse BD, IRC and USAID guidelines, including tracking the financial aspects of procurement plans.

• Liaise with Program, and Administration departments to ensure seamless coordination in the procurement of goods and services.

Other Duties:

• Assist the Project Manager in donor report preparation and responding to audit requests.

• Prepare monthly balance sheet reconciliation reports.

• Review Purchase Orders and Requests for budget adequacy and coding.