Finance Technical Support

Responsibilities and Main Tasks

Funding Management

• Represent OCBA in partner section funding meetings related to partner section grants and earmarked/restricted funding.
• Manage the administrative aspects of grants, from initial proposals to receipt, including support in proposal and report preparation and incident resolution. Update SAP/EUREKA (Grant Management) with relevant proposal information, reports, and other files.
• Coordinate and manage communication and documentation related to funding with MSF Partner Sections. Participate in planning and monitoring PS revenues ensuring their reconciliation in the different systems.
• Oversee external audits for projects funded by public and private donors, ensuring quality responses to auditors and funders
• Coordinate Public Institutional Fundings (PIFs) with the PIF Unit, including reporting, responding to requests, and participating in audits
• Ensure the signing of financing contracts and other documents
• Manage Department orders including management of SAP order workflows, including SAP accounting of grants and provisions.

Knowledge management:

• Support in keeping the financial SharePoint sites collection site well-governed (map, access, responsibilities). Mapping of sites, pages, libraries and files, access control
• Maintain direction team files structure on SharePoint ensuring easy access to information, define and maintain the archiving guidelines.
• Maintain digital archives, including policies and reports
• Responsible to maintain the Finance policy register and support the policies owner in ensuring policies remains current. Support policies development by ensuring stakeholder engagement in their development.
• Provide support and promote the usage of MSF 365 tools for personal space management and planning.
• Manage overall communication of Finance Department

Reporting:

• Assist in drafting financial reports and presentations for various audiences, including annual accounts, treasurer's report, mission report, and more.
• Collaborate with reporting technical referent on ad hoc financial analyses as requested by the Department direction.
• Perform the monthly management reporting to the international finance team (MR10 schedule in Sap)

Learning and Development

• Develop and Maintain the HQ finance knowledge center. Update the training portfolio on SharePoint.
• Keep the learning strategy and supporting tools up to date.
• Consolidate department learning needs.
• Supporting the team managers in following up on the execution of appraisals and draft individual plans.
• Ensure finance staff are trained in feedback and appraisal management

Finance Department Governance and Planning

• Collaborate with unit heads to keep work plans current and support department activities and priorities.
• Facilitate coordination meetings, maintain agendas and involve relevant team members.
• Maintain the department's organization chart Current.
• Manage and implement team building strategies and plans.
• Participate in planning and monitoring the department's budget.
• Contribute to the development and analysis of department management indicators and dashboards.

Management of department intern

• Ensure all the administrative procedures for the hiring and onboarding of an intern are met
• Follow up of tasks and performance of the intern position, together with coordinators of each department.
• Follow up necessary administrative procedures with the collaboration entity (high school, university…).

Other tasks

• Manage the department's calendar, including monitoring holidays, breaks, and absences.
• Assist in the recruitment and onboarding process of new members of finance team.
• Support department events.
• Oversee finance department equipment (incl. Computers) and supplies annual order.
• Follow up of the lawyer’s invoices relative to inheritance procedures and creating POs in SAP.

Selection Criteria

Education and Experience

• Higher degree in Business Administration, Economics or similar.
• Experience of minimum two years in a similar position in finance departments of large companies or organizations.
• Very good command of English. French highly desirable and Spanish an asset.
• Advanced knowledge of Microsoft Office.
• Knowledge of ERP systems my SAP and FFC