JOB PURPOSE: The Finance Manager leads the finance team which focuses on core financial activities such
as processing expenditure, ensuring cashflow, statutory and regulatory accounting, strategy and
operations, analysis, planning and reporting for both Poland and above country. They ensure the finance
function within Oxfam in Poland supports the country programme efficiently and effectively through donor
reporting, partner financial monitoring and through the provision of information for non-finance managers
so that they can effectively monitor their budgets.
KEY RESPONSIBILITIES
Technical
Financial Management and Analysis (20%)
• Ensures Oxfam’s financial policies and procedures are in place, incorporating best practices in financial management, and following appropriate country legislation
• Leads financial planning and efficient utilization of overall country financial resources, including development and periodic review of country strategy as well as programme, project and donor budgets (from proposal to closure stages).
• Tracks utilization of restricted and unrestricted grants at country office (including partner expenditure), identifies trends and provides financial management analysis to the country leadership and PMU.
• Expenditure projection and ensuring sufficient cash flow (and cash security) through monthly top-up from head office
• Supports PMU Funding Co with contract closures through following financial closure checklist and ensuring that contract reconciliations are undertaken on time
• Collaborates with Oxfam International Regional Platform and relevant Oxfam Affiliates on financial management
• Oversees and maintains all Oxfam Bank Accounts in Poland, including updating signatory information, and preserves relationship with the Bank(s).
• Supports the Country Lead to track and monitor Key Performance Indicators (KPI) of country programme and support the country leadership to improve performance in the areas related with financial management
• Maintain functional relationship with finance focal points of partners and Oxfam affiliates
Audit and Financial Reporting: (20%)
• Ensure timely and accurate financial reporting to donors, PMU, senior management, and other Oxfam departments
• Provides monthly monitoring reports by contract for budget holders
• Oversees monthly budgets vs actuals meetings with programme to identify issues of under/overspending
• Ensure recording of partner financial transactions in PeopleSoft
• Manage financial aspects of contract closing and year closing processes
• Financial monitoring of partners, especially to ensure minimum risk and compliance to all applicable policies and standards
• Ensure Oxfam and partner teams are well prepared for audits and financial monitoring
• Ensure audits are completed per appropriate standards at project level, partner level an country office level as required by country law, donor requirements and Oxfam policies and practices
• Facilitate audit process and appropriate management responses, as well as adherence to agreed action points
Partner Grant Management: (20%)
• Ensure full compliance with the requirements of the Government of Poland, including those related with tax authorities, National Bank and maintaining necessary liaison with the relevant offices
• Review all contracts to ensure compliance with Oxfam policies, applicable donor requirements and Polish legal statutory requirements
• Provide validation for requisition, procurement and payments made by Oxfam or partners to ensure compliance with Oxfam policies, donor requirements and country law
• Lead and update the documentation process of Country Controlled Self-Assessment (CSA) if relevant in support of program and other support function teams and roll out audit recommendations and CSA action points
• Supporting Country leadership in facilitating investigation at country programme level
• Ensure financial control mechanism to prevent fraud at partner and organizational level
• Ensure fast and efficient reporting and response to any cases of fraud, misconduct, corruption, or non-compliance through proper channels
Capacity building (20%)
Finances Manager–Poland Ukraine Response
• Ensure exchange of capacity between Oxfam and partners for mutual capacity building on financial reporting and management
• Support partners on financial compliance to meet the requirements of donors and ensure on time programme delivery
• Facilitate awareness building events on anti-corruption issues at all levels
• Promote ‘Finance for Non-finance’ capacity building for non-finance staff
• Ensure capacity building of Finance Team and partner level finance teams to maintain efficient ways of working and keep staff capacities up to date
Leadership
• Ensures co-ordination and effective communication between finance and other support functions and programme teams
• Ensure integration between finance teams in different offices, including work process harmonisation and compliance with Oxfam procedures
• Is a member of the Senior Management Team and contributes to collective management decisions
Management
• Contributes to the performance management of the Finance team to ensure they are performing as per agreed goals in a timely manner, are adequately resourced, and ensures mutual accountability of finance team with rest of the country team.
• Organizes and prioritizes workload to ensure that the finance team achieves their objectives whilst also ensuring a work-life balance for finance staff members
Experience, Knowledge & Competencies
Essential
• Self-Awareness
• Strategic Thinking and Judgment
• Systems Thinking
In addition:
Relevant University Degree or equivalent accountancy professional Qualifications ACCA, or CPA (K)
• Minimum 5 years’ experience in finance and donor contract management (financial management and accounting, setting up internal control systems / carrying out audits/reviews, and well exposed to the relevant statutory /legal issues that affect Oxfam as a programme and the region as a whole). Proven experience in finance management and/or coordination in an international organisation.
• Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
• Experience of managerial /supervisory responsibilities, including good training and coaching skills and a willingness to support development of others.
• Previous experience with non-governmental organisations and local partners.
• Knowledge of donor requirements and local laws and regulations
• Proven computer literacy and analytical skills
• Good negotiation and diplomacy skills
• Good written and spoken English is essential.
• Effective communication skills including the ability to deliver complex and technical messages in simple terms
• Commitment to the aims and objectives of Oxfam.
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into finance
Key Attributes:
• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.
Organisational Values:
• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.
Desirable
• Working knowledge of Polish
• Previous experience of People Soft database
• CMA is an advantage
• Recommends, influences and implements improvements
• Self-motivated and takes initiative