Supply Chain & Finance Officer for Local Program & Grant

16439-12N10112
09-Jul-20
International Role - No - Only National applicants will be considered.
1-2 Years

PURPOSE OF POSITION

The purpose of this position is to provide efficient and effective support to grant project implementation and ensure effective financial management and compliance for European Union grant administered and/or implemented by World Vision Mongolia (WV MOG) and World Vision Germany/ Deutschland (WV GER). This grant project aims to reduce COVID-19 adverse impacts, to promote inclusive and equitable protection, livelihood, health and nutrition opportunities for the most vulnerable households, especially mothers and children, through strengthened Local CSOs and increased collaboration with Local Authorities.

Finance & Supply Chain officer is responsible for ensuring the quality of financial management for the grant project and is accountable for identifying key requirements of donors which include reporting data and information, reporting timeframes and frequency, reporting formats, project flexibility, purchasing standards, use of funds for overhead costs, level of backup documentation required, tracking of Cost Allocation Policy rates, and variance allowances.

  1. FINANCIAL MANAGEMENT & SUPPORT

Prepare vouchers and send the invoice to the National Office (NO) finance department to facilitate payment and ensure proper documentation

  • Send invoices to the NO finance department timely manner

  • Ensure that sent invoices have been processed timely manner

  • Communicate relationships with the NO finance if there is error or mistake

  • Enter all assigned vouchers to Sun System after appropriate approval with the required supporting documents

  • Ensure all supporting documents are aligning to Grant rules as well as WVI policy

  • Translate financial vouchers and prepare scanned copies on a drive.

Prepare, review and consolidate regular Grant financial reports

  • Prepare monthly grant financial reports as per FFM requirement and standard.

  • Prepare and review GRANT financial reports per the Donor requirements

  • File the hard copy of the monthly financial reports in a secured and chronological order.

Project staff LDR management

  • Ensure the staff creates accurate LDR

  • Ensure that project staff salary and benefit calculate accurately and charged according to the LDR

Grant management

  • Support to the Grant Manager for the grant implementation

  • Ensure that Donor and WVI Grant policy and requirements are followed

  • Ensure screening is done accurately

  • Ensure that funding commitment on My PBAS.

  • Advise to the project team and implementation team on Grant related issues

  • Ensure that costs should have been eligible not allow for ineligible cost

  • Ensure the Grant closure is completed accurately

  • Conduct regular discussion on variance analysis and action planning based on the financial report.

  1. SUPPLY CHAIN MANAGEMENT

  • Ensure all required PR is created

  • Ensure an annual procurement plan is up to date

  • Ensure that tender and procurement process is aligned to WVI policy as well as Donor policy

  • Ensure inventory records are tracked accurately

  • Ensure that supplier contracts are made without any risk associated

  1. QUALITY ASSURANCE

  • Ensure that the financial report is sent on time and be accurate with all relevant explanations

  • Ensure that financial documentation and transactions are according to WVI financial policies and procedures as well as the Donor requirement

  • Ensure that Grant guidelines are aligned to the Grant projects

  • Maintain a strong control environment in the project by ensuring compliance to WVI financial policies, grant/donor requirements and government regulations.

  • Close coordination with the NO finance department on timely compliance to WVI policy, internal audit, GC, and statutory audits

  • Orient and regular feedback to the Project team on finance codes, procedures and policies

  • Prepare financial incident reports as necessary

  1. CAPACITY BUILDING & KNOWLEDGE MANAGEMENT

  • Disseminate financial information to the project team and ensure that there is thorough understanding of the current policies and regulations

  • Ensure all changes in policy is communicated to projects in a clear and timely manner, ensuring compliance

  1. GENERAL

  • Assist the line manager in communicating to Donor in regard to Finance, Project funding

  • Perform any other tasks assigned by Grant managers

  • Contribute to the common goal and aspirations of the WVI Mongolia, be active member of the team

  • Ensures staff and partners understand WV safeguarding & anti-corruption policies

  • Ensures project supports awareness raising for prevention and reporting of child protection incidents occurs across the project area

KNOWLEDGE, SKILLS AND ABILITIES

Minimum qualifications

  • A bachelor degree in accounting or related field

  • At least 3 years’ experience in the field of Finance business

  • Relevant experience of project finance management or related field preferably in international NGOs

  • Strong familiarity with project management software tools, methodologies, and best practices

  • Experience seeing projects through the full life cycle

  • Excellent analytical skills

  • Strong interpersonal skills and extremely resourceful

  • Proven ability to complete projects according to outlined scope, budget, and timeline

  • Excellent command of English both written and spoken.

  • Excellent written and verbal skills, with strong technical skills in writing, interviewing

Preferred Skills, Knowledge and Experience:

  • Excellent interpersonal, cross-cultural and communication skills.

  • High passion and dedication to human beings, especially vulnerable people.

  • Willingness to work as a team and get along well with other people.

  • Strong organizational and management skills, with a proven track record of managing a team

  • Strong problem solving, interpersonal and communication skills

  • Ability to demonstrate servant leadership and foster a team oriented atmosphere

  • Integrity, honesty, and accountability to both the team and the community

  • Able to make quick decisions as needed

  • Understanding of and commitment to World Vision Core Values

Work experience preferred for this position

  • Proven experience in crisis/risk communication

  • Proven experience in writing project proposals

  • Proven commitment to Christian values

Work Environment

  • The position requires ability and willingness to travel domestically up to 5% of the time to rural areas