Finance Officer (Fund for Training)

(Reference No. TVET-SSP 2020/056)

A.   Responsibilities

The Finance Officer is responsible for the following:

• Ensure compliance with procedures and regulations of PuR outlined for the financial and grant agreements
• Support the contract preparation, management and monitoring
• Maintain and manage the contract database and the contract files
• Conduct financial analysis, monitoring and management
• Support the International Fund Manager in establishing a result-based monitoring
• Support the Annual Internal Control as well as the Annual EU Audit
• Work in close collaboration with International and National Advisers Training Fund, Technical Advisor for Fund Implementation Sindh, Technical Advisor for Fund Implementation Balochistan and Senior Finance Officer and Financial Controller

B.   Tasks

1.     Contract/Agreement Administration:

 Pre-awarding stage;

• Conduct reviews of relevant financial and procurement procedures of potential recipients/ contractors
• Brief potential recipients about the requirements for utilizing the financial contributions
• Support potential recipients in aligning financial and procurement procedures with PuR
• Prepare necessary documentations for finalizing contract agreements with partners
• Conduct commercial and legal eligibility checks of potential recipients of grant and financing agreements

Contract implementation stage:

• Support recipients in complying with defined procedures and regulations of finances, accounting and procurement
• Review and prepare any necessary accompanying/explanatory documentation for processing advance payments, for calls for disbursements and for approvals of procurement procedures and their outcome
• Conduct regular and ad hoc reviews of recipient organizations in the light of the financial/grant agreement/s and the compliance with PuR in coordination with the Technical Advisors;
• Review, analyze and monitor the financial situation of agreements through the monthly technical and financial reports submitted by the recipient organizations;
• Advise and support recipients on any required contract modification (cost and no-cost extensions) in coordination with the Technical Advisors
• Act as focal person questions regarding the financial procedures within the Training Fund team

 Closing Stage:

• Coordinate the external audit of partner agreements in the closing stage
• Prepare and review necessary documentation for closing agreements
• File and archive closing agreement, including extension, reports, document and other relevant information, including email on the DMS and the programme’s internal server

 2.     Monitoring, knowledge management and reporting:

• Update and share the contract database with the Technical Advisors
• Prepare and present a monthly report on existing agreements focusing on topics, such as expenditure rate, compliance with rules and regulations, general findings of audit/control visits
• Liaise with technical advisors and relevant staff members from partners to ensure timely submission of reports and documents and clarification of concerns/ questions
• Liaise with technical advisors and relevant staffs from partners to carry out site visits
• Act as a focal person for questions related to finance, accounting, procurement and other contractual/agreement related matters
• Support the International Training Fund Adviser in establishing a results-based monitoring system
• Support the development of questionnaires and the identification of tools for data collection, processing and presentation

3.     Networking and cooperation:

• Conduct regular information events for the financial and administrative staff in Karachi and/or Quetta to brief them about the PuR requirements for managing the funds

4.     Other duties/additional tasks

• Any other duties as assigned by the direct supervisor or the AV of the Programme

C.   Required qualifications, competences and experience

Qualification

• University degree in business administration with a focus on accounting and finance or related area from a recognized university

Professional Experience

• A minimum of three (3) years professional experience in accounting and financial management
• Very good knowledge and understanding of different methods and types of procurement
• Experience and knowledge of contracts management (financing agreements, grants and local subsidies)
• Excellent financial management and audit skills
• Excellent working knowledge of ICT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office, MS Teams)

Other knowledge, additional competences

• Excellent command of English (speaking and writing) and Urdu
• Highly motivated and able to work self critically and independently
• Highly service-oriented attitude and willing to upgrade skills as required by the tasks to be performed
• Willingness to travel for the performance of his/her duties when required
• Team player with excellent interpersonal skills
• Ability to work in a highly intercultural environment
• Personal integrity and reliability (punctuality, timeliness of work and discretion, recognition of any conflict of interest)
• Loyalty to GIZ and commitment to the progress of the programme / project
• Flexibility in taking over new responsibilities as and when required and as requested by his/her supervisor