Program Finance Officer under the Syria- Middle East Program ( National Position )

Job Description

BACKGROUNDProtestant Agency for Diakonie and Development (Evangelisches Werk fur Diakonie und Entwicklung- EWDE)?Diakonie Katastrophenhilfe (DKH) Based in Berlin, Germany, it is a humanitarian agency providing funds for emergency aid worldwide. DKH aspires to restore the lives and hope of people in dignity. DKH empowers partners. Together with partners, DKH invests in preparedness, response, and resilience.Protestant Agency for Diakonie and Development, Regional Hub Asia, based in Amman, Jordan,provides comprehensive program support to DKH Project Offices and local partners in the region. The Middle East Program (ME-MCP) currently implements programs in Trkiye, Syria, Lebanon, and Gaza/oPT. Moreover, the program is engaged in preparedness activities in other countries within the region, such as Iraq. In the face of the ongoing humanitarian crises, the ME Program strives to serve, protect, and enhance the resilience of the most impacted and at-risk communities, households, and individuals through programs that focus on markets and livelihoods, protection, food security, DRR and climate change impact mitigation, and emergency response.According to DKH?s approach, the majority, if not all projects are implemented with local partner organizations. One main principle of partnership that we hold strongly is the one of complementarity. Within such a framework, we work closely with partners to cover their gaps and enhance their strengths throughout the project management cycle. The Program Finance Officer position aims at ensuring the financial management and compliance of partners with DKHs and/or back donor regulations and standards implementing projects in Syria (and possibly other countries in the future). Working closely with partners, the Program Financial Officer shall strive to enhance the capacity of partners financial teams at the various components of financial management, from financial budgeting to planning, recording, reporting and finally auditing. The Program Finance Officer is an integrated member of the ME team and thus her/his participation and engagement in the team activities, including capacity-building initiatives, are essential. JOB DESCRIPTION Travel and/or Work Environment Requirement: Primary work location is in Amman, with the possibility to travel within the Middle East Multiple Country Program (ME-MCP) implemented programs in Syria (as requested).Starting date: 01/09/2024 , or or earlier upon availability;Period of the contract: one year, extendable based on needs and fundsReporting to: Country Program Coordinator -Syria.Supervisory Responsibility: None.Working under the supervision of the Country Program Coordinator, the contracted Program Finance Officer is conducting the following tasks :Project Financial Planning & Setup

• Review project budgets drafted by local partners to ensure alignment with the log frame and work plan.
• Coordinate and develop timelines with partners for timely financial reporting submissions, Fund Requests, and Audits.
• Provide clear introductions and explanations to partners at the beginning of the project, especially during ?Kick of Workshops? (KOW) on DKH/back donor finance-related standards and regulations.

Transfer project funds

• Follow up closely on installment dates, fund requests, and spending deadlines.
• Ensure partners timely meet the preconditions for a fund request, and ensure adequate reporting.
• Check the fund request submitted by the partner and ensure the accuracy and correction of the cash projection reports and project balances considering the FX fluctuation in the country and its impact on the project.
• Ensure that fund transfers are made in compliance with DKH regulations and archive all documents related to the transfer.

Project Financial Reviews

• Receive and control financial reports (monthly, quarterly, semifinal and/or final reports) sent from partners.
• Provide a High-quality review of the partner?s financial reports (monthly, quarterly, semifinal and/or final reports) in alignment with the narrative reports. In coordination with the corresponding Program Officer/Country Program Coordinator, directly liaise with partners to discuss improvements/recommendations to the reports.
• Ensure financial compliance with DKH or/and back donor regulations.
• Perform frequent financial analysis of projects? progress against budget and forecasted activities and expenditures.
• Advise partners and follow up on corrective actions necessary to ensure proper financial management.
• Participate in budget revision, support, and advice on any finance-related issues with partners when required.
• Support gathering and maintaining financial project documentation.
• Provide financial guidance to the DKH team before field visits on required discussions and actions with partners related to projects? financial management and reporting.
• Facilitate communication between local partners and DKH Berlin on financial issues (reports, deviations, financial risks, fund requests...).
• Create and maintain an electronic filing system of all relevant documents and communications, and ensure original copies of documents are stored properly.

Procurement

• During the implantation of the project, before procurement starts, clearly communicate with the partner DKHs and/or back donor procurement regulations and guidelines.
• Engage with partners in procurement activities as much as needed.
• Do an extensive review of project procurement documentation submitted by partners and send feedback to the program team and partners.
• Ensure that projects? assets/equipment are identified, properly tracked, and reported by partners at the end of the project.

Audits

• Develop schedules and supervise the completion of external audits.
• Assist partners in the selection of the audit company using proper selection matrices and criteria.
• Check and Review partners? draft audit reports and check them with a final financial report.
• Check and review partners? Audit management letters and follow up on the findings and recommendations listed by the auditor.
• Evaluate audit firms in terms of auditing and reporting quality.
• Discuss with partners the deficiencies or comments identified during the assessments in the audit reports.
• Ensure proper documentation of the project audit report and management letter (Soft and original hard copies) in the ME Program and DKH Berlin Offices.

Fraud & Corruption

• Assess the level of risk and ensure the partners have some mitigation measures in place regarding cases of fraud (cash-related activities,bank /IBAN approval/reconciliation, etc.).
• If necessary, engage in (facilitated by the Berlin Office and Asia Hub) investigations of allegations of fraud or corruption, including preparation of investigation plans, gathering evidence from all available sources, analyzing control system weaknesses, and identifying corrective measures, and report drafting.
• Discuss findings and recommendations with senior management, and other staff as required.
• As needed, follow up on the implementation of corrective measures and recommendations with partners.

Capacity Building and Internal Control of partners

• Conducts regular field visits to evaluate the performance of the partners and conduct spot-checks. Report the findings to the line manager after each visit.
• Evaluate the financial capacities and effectiveness of the internal control mechanisms (organizational setup, processes, documentation, IT, on-site or distance assessment).
• Agree with the partners on a CB plan for the adequate period and conduct capacity-building measures for partners finance staff.
• Develop and conduct the orientation training on DKH or back donors? financial requirements and compliance for all partner organizations.
• Participate in relevant trainings and meetings to increase financial knowledge and competencies within the DKH Project Team.
• Formulate own needs to attend training or any relevant learning program or activity.
• Organize and facilitate training sessions or workshops for partners or DKH staff upon request of the CPC or the Representative of the Middle East.

Engagements and reporting lines within the ME Program

• Report to the Country Program Coordinator of Syria (CPC-Syria)
• Discuss work-related challenges, plans, schedules, and deadlines issues with the CPC-Syria
• Possible engagement and duties can be allocated by the Representative of the Middle East and thus direct reporting to the Representative-ME is possible occasionally.

Other tasks, as necessary

• DKH reserves the right to alter the responsibilities according to programmatic demands and needs in line with the objectives of the office.

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