The Finance Reporting Assistant is responsible, under the overall control and technical direction of Head, Finance and Administration, for the financial management & reporting of Europe, as well as providing support to the Senior Finance Analyst in relevant financial matters of the Regional Finance Unit (RFU).
Job Duties and Responsibilities:
Monthly Financial Reporting:
Download financial data from Business Object (BO), and work on KPI reports sent by Geneva.
Manually input financial data into excel spreadsheet.
Check, validate and compare information and take appropriate action to solve discrepancies.
Inform Finance Analyst on action points and follow up if required (eg. overdue pledge and outstanding Pledge based financial statement).
Prepare monthly excel files on payroll coding, donor reporting and administration services invoice.
Consolidate action points from Analyst for reporting during monthly meeting.
Update payroll coding in the system and maintain files for signed payroll coding request form.
Assist in preparing ad-hoc reports and analysis when requested by Regional Finance and Administration Manager.
Month End Closing:
Ensure timely month end closing as per the deadline (usually 14th of the month):
Update deadline table and assist Analyst with document checking when required.
Clear all discrepancies and error on Exception Report prior to closing. Ensure clean month end balance sheet (including inter-co clearance, bilateral matching & service income).
Opening and Closure of period in CODA.
Administrative services invoice report and follow up on timely submission.
System Maintenance:
Validate the request from country prior to maintaining the APPLE system:
Review request to open a project.
Update and maintain accurate data on Appeal manager, Project manager and Pledge manager.
Project code Closing & Freezing.
Monitor and follow up on extension of project time-frame for Emergency Appeal (EA).
Monitor and keep track of Cash disbursement Memo and threshold including Segregation of Duties (SoD).
Ensure system access for CODA and APPLE users are validated as per latest approved SoD.
Ensure bank signatories in APPLE are valid names as per latest approved SoD.
Managing project management cycle
Follow up on projects without appeal and operating budget.
Ensure all KPIs are address and rectified including Expenditure above Budget/PEAR.
Ensure timely closure of all appeals and projects.
Prepare monthly reconciliation on C2 delegate provision and follow up with HR on pending invoice.
Monitor and follow up on appeal or project closure which has pending accruals or provision to be cleared.
Reconcile and clear all dormant balance sheet, projects, and appeals.
Follow up on timely submission of quarterly retrospective expenditure approval.
Education Required:
Relevant degree (minimum bachelor’s degree) or equivalent experience in Administration, financial management accounting
Preferred:
Relevant professional /academic qualification in finance or accounting
Experience Required:
At least 3 years relevant working experience in a financial role
Experience in working with web-based accounting systems
Work experience with other international organizations, large NGOs and/or governmental development agencies, multi-cultural environment
Knowledge, Skills and Language Required:
Well-developed interpersonal skills
Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages
Ability to work under pressure and to deadlines
Accuracy and fine attention to detail
Organised and self-starter in work prioritising
Fluently spoken and written English.
Preferred:
Good command of another IFRC official language (French, Spanish or Arabic) or Russian.
