General mission

The Finance Officer produces quality financial information and contributes to the application and dissemination of the budget framework, local and donor  rules and HI’s tools, procedures and standards in the financial field.

Missions  / Responsibilities

Mission 1 : Strategy and steering

       Implements and monitors the actions plans for HI’s financial strategy within his or her area of responsibility.

           Updates financial information and monitors financial indicators within his or her area of responsibility.

       Monitors and reports  to his or her line manager and functional manager on the financial risks of which he or she is aware  and contributes towards their mitigation.

           Helps to identify financial and legal risks for HI within his or her area of responsibility.

Mission 2 : Standards and expertise

           Deploys all of HI’s financial policies, processes and tools within his or her area of responsibility.

           Ensures that HI’s legal obligations are met  and produces the required  financial documents.

       Reports any changes in standards, case law or in the practices of other stakeholders in the financial field of which he/she is aware.

           Complies with  the General Data Protection Regulation (GDPR).

       Implements and complies with  procedure for archiving financial documents and publishes and updates financial documents in the dedicated workspaces.

           Contributes to internal control within his or her area of responsibility and applies identified corrective

actions.

Mission 3 : Operational implementation

Responsibility 1: Ensure overall accurate cash /payments handling  and reconciliation with proper controls

       Processes the payments and reception of cash/transfers during appropriate hours and in the field if needed.

           Receiving and checking the justification documents for the accountancy, including validity and correctness

of calculation of the invoices

       Making sure the financial commitment procedure is respected while checking that the expenses authorizations or the reconciliation visa has been properly signed by the person in charge

           Applying the service advance rules and updating the cash advances

           Prepares the cheques for payments and ensures they  are dully signed by the authorized persons.

       Registers the entries in the logbook for each operation and controls the coherence between the log book and HI procedures.

           Ensures there  is no cash shortage by anticipating cash withdrawal, informing the line manager in order to

prepare  the withdrawal request.

           Performs weekly and monthly cash counts with  the accounting officer and with  other designated persons.

           Prepare the monthly cash forecast to HQ?

Responsibility 1: Contributes to financial and budget management; Supports the finance manager to manage budget updates and allocation, including for partners for the mission

       Support the budget managers to elaborate accurate  monthly cash forecast and organize regular budget reviews with  budget managers

           Compile the monthly cash forecast from all budget managers and send it to the Finance manager for

subsequent action with  close collaboration with  the accountancy team

           Extracts  the budget monitoring and follow up on monthly basis and whenever required  and share it with

Finance Manager and budget managers

           Updates monthly indicators

       Carries out manual  budget changes including analytical modification, updating FBSC and resource number, forecast amount in Navision

           Prepares financial time sheets for donors according to HI processes and donor requirements.

       Contributes to the elaboration, update and implementation of the allocation tables not only of staff  costs but also including other running costs such as car and office rent, communication, utilities, maintenance, stationeries and supplies (TAFF)

           Produces and updates resource allocation tables (human,  logistical, etc.) and communicates them to the

departments concerned.

       Integrates budget adjustments into the budget monitoring tools and enters cost-accounting modifications into the Financial Information System (FIS).

           Contributes towards optimising the use of HI’s own  funds.

           Adheres to the deadlines in HI’s financial calendar.

           Consolidate cash flow needs within his or her area of responsibility.

           Prepares responses to questions from internal and external auditors.

Responsibility 2 : Contributes to the financial management of institutional funding  in compliance with “donor”

guidelines and contractual obligations

       Assists with  the drafting of funding proposals for institutional donors; compiles multi-programme proposals when the programme is lead.

           Optimises funding schedules (coverage of office and support costs) in the drafting or revision of

institutional funding proposals.

       Ensures that donor obligations are realistic and compatible with  HI procedures (payment dates and methods and financial reports,  methods for justifying expenditure, exchange rates, audits, etc.)

           Informs  budget holders of institutional donors’ financial rules and verifies their application.

       Verifies funding expenditure monitoring and provides budget holders with  donor budget monitoring reports. He or she monitors consumption rates, issues alerts in the event of a risk of non-compliance with flexibility rules and anticipates slippage by preparing contractual amendments with  his or her interlocutors.

           Produces financial reports  for institutional donors in conformity with  donor guidelines.

           Prepares payment requests for donors and informs his or her line-manager in the event of a (possible)

delay in payments.

       Enters information concerning donor contracts into the FIS: donor budgets, cost-accounting and budget modifications, schedules, reports,  etc.

           Prepares responses to questions from internal and external auditors.

       Archives the budgets and financial reports  shared with  institutional donors (with an internal and external version)  in the dedicated storage spaces.

Mission 4 : Profession facilitation

           Contributes towards the facilitation of the profession’s development in his or her area of responsibility.

Mission 5 : Emergency preparedness and response

       Contributes to the program's emergency preparedness actions and, during an emergency, adapts his/her work modality to contribute to HI’s effective humanitarian response.

Skills

Professional skills – Finance (see profession design template)

	Knows	Practices	Proficient	Expert
Cash-flow management		√
Accounts management		√
Tax management		√
Financial and budget management		√
Financial management of institutional funding			√

Other professional skills - HR (see profession design template of the profession with the skill you need)

	Knows	Practices	Proficient	Expert
Organisation design		√
Facilitation and/or design of training and skills development		√
Sourcing and recruitment		√

Other professional skills – Risk Management (see profession design template of the profession with the skill you

need)

	Knows	Practices	Proficient	Expert
Risk management	√
Internal control		√

Other professional skills – Information System Management (see profession design template of the profession

with the skill you need)

	Knows	Practices	Proficient	Expert
Information security management	√
Use of the Information System		√

Other professional skills – Emergency  (see profession design template of the profession with the skill you need)

	Knows	Practices	Proficient	Expert
Humanitarian monitoring and emergency preparedness		√
Emergency response		√

Other professional skills – Project management (see profession design template of the profession with the skill you need)