Finance & Grants Officer

As a global leader, CARE is shaping the future of the humanitarian and development sector. Each year, we deliver support and services to millions of people in over a hundred countries. We do this by focusing on our mission and living the values that drive our organization. A career at CARE is an opportunity to be part of a movement that brings communities together to solve complex problems and foster lasting change throughout the world. We seek individuals who are passionate about humanitarian and development work, collaborate well with others, embrace learning and innovation, and deliver results.

Job Summary

This position is responsible for Accounts Payable, General Ledger, Cash Management, Accounts Receivables, Vendors taxation, Staff Final Settlement and Banking modules of the People Soft, data entry operations, common cost allocation pools, internal claims and part of treasury functions. The post holder has the main responsibility for vendors’ payments, bank reconciliation in adherence to the GAAP principles and CIP policies and procedure while ensuring accuracy and completeness of documentation. She is responsible for processing vendors’ payments, withholding of taxes as per the prevailing tax laws of Government of Pakistan, staff advances, advances’ liquidation, accruals of expenses in GL module and subsequently reversing of the accruals at the time of payments. This position serves the purpose for the operating activities and accounts services related functions of the financial information system, People Soft. The position holder ensures proper books of accounts for the GL and AP module, Management of the financial information system, produces analysis and reports based on annual close and confirms any non-compliance, error, incorrect codifications etc. for remedial actions or adjustments.

A. RESPONSIBILITIES AND TASKS:

1: Financial Management (40 % of time)

• Responsible for financial management of the project, reviewing documents for financial transactions and certification for recording transactions (expenses and payments).

• Manage project budgeting and respective forecasting, adaptive planning management for the project and review on periodic basis.

• Manage compliance at transactional level, review financial documentation for completeness, accuracy and compliance with GAAP, applicable donor regulations and local applicable laws.

• Manage the project fund flow, cash forecasts and fund transfers.

Cash is managed for all cash-based activities with respect to targeted beneficiaries in a timely manner; ensure that financial documentation for all Cash based activities are properly and completely done, reconciled and reported.

• Assure compliance on field office level documentation; plan and coordinate funds flow for field office, resolution and closure of partner’s compliance and reporting issues and related documentation.

• Coordinate and manage the plan for donor contracts, related to audit preparation.

• Provide pro-active diagnosis for potential financial problems/issues including non-compliance issues and raising to appropriate management level for resolution where required.

• Ensure that expenses are charged timely and appropriately to the respective Fund Code. Job Responsibility

2: Management of Grants, Sub Grants and Contracts and ensure compliance (40 % of time)

• Support the program team in preparation of budgets (e.g. project operating budgets, etc.); coordinate and support the CO in creating forecasts and future months’ budgets.

• Produce reports that can support the monitoring of actual expenses against budgets and support the PM in ensuring that expenses are managed properly within the approved budgets.

• Ensure that CARE’s grants and contracts compliance protocols are consistently satisfied to manage organizational risk.

• Ensure accurate and timely monthly (re)forecasting is in place, by running regular reports in FGMS on actuals, monitoring outstanding purchase orders, reviewing commitments, analysing and commenting on reasons for variances to plan and recommending corrective actions.

• Review all the financial documents of partners in order to ensure compliance with donor and CIP policies and procedures and applicable laws.

• Prepare project financial reports for internal review and donor submission.

• Work closely with Team Lead, ACDP and Director PS on monthly BVA and make adjustments as necessary.

• Ensure adherence to CARE grant management policy, standards and internal control mechanisms.

03: Documentation Digitization, archival, retrieval, disposal management (5 % of time)

CIP record keeping as per the policy.

• Coordinate with vendors for timely submission of all invoices and collect supporting documents from the program team for further processing.

• Hands-on filing and scanning of the documentation.

• Coordinate the transfer of records to other locations/departments (including archival facilities).

• Create disposition schedule; ensure retrieval of the documents when required. Job Responsibility

4: Handle PeopleSoft functions (10% of Time)

• Handle people soft related financial reporting and confirm data integrity and quality of reports.

• Manage the PeopleSoft Donor’s Accounts Receivable aspect of the financial management. This includes reconciliation of funds from the donor against expenses, cash calls and settlement of receivables against payables.

• Any other tasks or responsibilities based on organizational and programming need as assigned by Line Manager.

5: Handle PeopleSoft functions (5 % of Time)

Any other tasks or responsibilities based on organizational and programming need as assigned by Line Manager

III. QUALIFICATION:

A) Education/Training:

Required:

B. Com/ ACCA Finalist/ CA-Inter/ICMA finalist/BBA in related fields (Finance, Accounting, Business)/Equivalent.

Desired:

CA, ACCA, ICMA, MBA shall be preferred.

B) Experience Required:

2-5 years of relevant experience. Desired:

Experience of working with INGO/s in multiple donor-funded environments.

IV. TECHNICAL SKILLS:

Required:

Good communication skills both in Urdu and English.

• Firm belief in teamwork, gender equality, participatory approach and sustainable development.

• Well organized and ability to act in a professional and ethical manner;

• Good skills in computer applications;

Desired:

Experience of PeopleSoft and/or other similar financial software.

Candidates who can speak other languages shall be preferred.

V. COMPETENCIES:

Respect, accountability, analytical skill, building commitment, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring.

VI. Working Conditions and Level of Travel Required

The position is based in Islamabad with 10% travel to Field Offices/partner organizations, as and when required

CARE participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we hereby request information from the candidate’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the candidate left employment. All offers of employment are subject to satisfactory references and appropriate screening checks. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

CARE is an Equal Opportunity employer. We provide equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, religion, ancestry, national origin, age, disability, marital status, or veteran status, or any other characteristics protected under applicable law.