GENERAL OBJECTIVE AND JOB ENVIROMENT

• Accountable to the Director of Finance, the person in charge of Finance Technical Support aims to enhance the efficiency and effectiveness of the department by ensuring seamless coordination, communication, and adherence to financial policies and procedures.
• The overall objective and purpose of the Finance Technical Support position is to support the management of the finance department and manage fundings. This includes managing grants, reporting, knowledge management, learning and development, department governance, and administrative support.

RESPONSABILITIES 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

• Organize mid-year and annual plan workshops, compiling plans for Finance Director review.
• Collaborate with unit heads to keep work plans current and support department activities and priorities.
• Facilitate coordination meetings, maintaining agendas and involving 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

• Desiderable higher degree in Business Administration, Economics or similar.
• Experience of minimum 2 years in a similar position in Finances 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.