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