Description of the Department
The Finance and Operations Department has the core responsibility to deliver on enabling operational services that help the organization achieve its impact goals and ensure that it fulfills its external regulatory requirements. The department consists of four functional units (ICT and Facilities; Integrity; HR, People and Culture; Corporate Finance, Quality and Control), one expertise unit (Project and Donor Compliance) and an Executing Affiliate (EA) unit (EA Global Business Support) where business support to our EA country offices are clustered.
Purpose of Unit
The ProMt unit provides project related financial and administrative support to the Programs and Engagement Departments and non-project related financial and administrative support to all units and departments. It is the owner of a number of key policies and processes that relate to the operational, financial, and administrative management of projects from the inception of a project until its closure, and procurement in general within Oxfam Novib. It provides direct project support through seconded staff and procurement management, and indirect support through a core team setting and providing guidance on professional project management, financial and administrative standards for projects and procurement in general.
The Senior Finance Specialist will be part of the Project Management Support expertise (ProMt) unit and seconded on a full time basis to projects and/or programs. The Senior Finance Specialist is responsible for the comprehensive financial management of projects and programs. This includes the implementation of sound financial controls, budgeting, monitoring, reporting, auditing and forecasting processes, financial risk assessment and management and capacity building for Oxfam country offices and partners. You will collaborate with and provide guidance to the financial officers of projects and programs’ and the network of actors related to projects and programs to ensure quality implementation of financial administration in accordance with Oxfam Novib and donor requirements. The aim is to strengthen a coherent, robust approach to financial management and oversight for projects and programs. The Senior Finance Specialist is therefore an experienced financial manager and very effective communicator.
Tasks and Responsibilities
- Advice to the project leader based on financial analysis for financial management decisions focusing on short-term and long-term planning, budget control to ensure budget utilization and prevention of losses. This includes budgeting and timely adjustments;
- Set up a project wide system for a planning and reporting the financial parts of project management, to ensure that all financial elements of project management are properly coordinated. Tasks will include developing project work processes and procedures, coordination of financial reporting, financial control and monitoring of sub activities in projects and programs and at times, the direct financial administration for certain parts of projects and programs;
- Deliver a direct contribution to the realization of project goals of the project by drawing-up and monitoring the consolidated project budget including all partners , including tasks such as the appraisal and consolidation of financial data from partners and country offices for overall planning and reporting; Provide financial oversight on budget follow up at individual project levels;
- Providing financial strategic support to the Finance Quality and Control unit to allow for continuous improvements in the financial system and procedures as well as financial project management capacities aligned to the strategic direction Oxfam Novib is taking;
- Coordinating the annual external audit process for the project;
- Ensuring that the financial risks and opportunities are effectively managed, and pro-actively making contributions to lower risks where possible by taking the lead in risk management and actively reviewing Country Office , affiliate and consortium partners’ risk and support the project leads in identifying realistic mitigation actions to ensure 100% eligibility;
- Ensure 100% compliance to donor requirements at all reporting levels and provided where applicable hands on compliance support provide hands on capacity support where possible to all project counterparts (CO’s , Affiliates, regional Teams and Consortium partners);
- Coordinates and consults with other units such as CORE, Integrity team and Corporate Finance, Quality & Control Unit to resolve bottlenecks/challenges, develop/improve tools and /or templates, and in managing fraud and other incidents;
- Contribute to the development of a knowledge base around donor requirements and advise colleagues involved in projects from the same donor.
Knowledge and Experience
A first-level university degree (e.g. Bachelor; HBO) in financial management, business administration, accounting or other relevant social sciences is required.
A minimum of five (5) years of experience in financial management or financial controlling position in a project-based organisation.
Experience in an international setting or in the Global South is an advantage.
Experience in independent financial planning, budgeting, reporting, project audits and capacity to evaluate these against the political and socio-economic context within which they are carried out.
Fluency in English is required. Knowledge of French and/or Dutch is considered an asset.
Skills and Abilities
- Comprehensive understanding of donor contract management, financial project management, sub-granting and contexts of operation in least developed, low and middle income countries:
- Experience in a complex, networked international organisation;
- Excellent communication and social skills and are a team player;
- Willing and able to travel to different countries, sometimes at short notice;
- Willing to work on other projects within the Oxfam Novib Programs Department;
- Experience and knowledge of relevant financial IT-systems.
What we offer
For initial appointments, Oxfam Novib offers a contract of maximum one year (including a one-month probationary period) with possibility of extension. The position is based in The Hague, The Netherlands. Oxfam is committed to providing a fair and competitive pay and benefits package that is justifiable to our donors. This position is classified in scale 9. The gross salary range is between € 2.911 to € 4.479, on the basis of 36 hours per week. Benefits typically include annual pay increases, performance-related salary increases, holiday allowance, contributions to commuting costs, vacation days, parental, care and special leave, a private bicycle scheme, pension scheme, etc.