We are hiring: Finance officer

Open Society Foundation for Albania is looking for a new colleague!

We are launching a call for a Finance Officer to be based in Tirana, Albania.

If you are interested in applying for the position and you fulfil all the criteria set out in the Terms of Reference, please send your application containing all necessary documents (Cover letter, CV and a minimum of one reference letter all in English) by email no later than November 8, 2021. Only shortlisted candidates will be invited for an interview.

Position: Finance Officer
Type of appointment: Fixed-term for two years with possibility of extension
Office: Open Society Foundation for Albania
Location: Tirana, Albania
Vacancy issued: October 28, 2021
Deadline for application: November 8, 2021

 

Terms of reference for hiring a Finance Officer

Background information

Background

The Open Society Foundations is a global network of foundations and offices committed to local knowledge and national expertise that works to build vibrant and tolerant democracies whose governments are accountable and open to the participation of all people. The Open Society Foundation for Albania is a non-profit, independent, non-governmental, non-political organization, part of the Open Society Foundations network. For more information on the activity of OSFA you may visit www.osfa.al.

OSFA is looking for a highly motivated and dynamic individual with a great sense of responsibility to support our Project Unit in the financial management of European Union (EU) funded projects.

Are you a numbers guru, with experience in project management of EU funded projects? Are you also a good organiser who is happy to reinforce an enthusiastic, small team with a wide range of responsibilities? If so, you may be our new Finance Officer.

We need someone who is responsive, responsible, systematic, and attentive. In this position, you will be expected to constantly refine our EU projects’ finances, as well as recurring workflows of the OSFA in a proactive manner. You will be working in our Project Unit under the guidance of the Project Manager, and additionally provide support to the Finance Department and other team members in related finance matters.

The Finance Officer is a new position created by OSFA that will support us in our mission and decision making with integrity and compliance. OSFA is looking for a self-motivated and experienced Finance Officer, who is comfortable with engaging in the EU funded projects and capable to handle financial management matters, project budget, assisting project contracting and procurement, preparing project financial reports and forecasts.

 

Responsibilities/Duties (Summary of key functions)

Operational and administrative support:

  • Ensure the application of sound financial management in accordance with the applicable regulations, rules, manual and policies. Advice on and coordination of all aspects of the procurement process with Project Manager and Procurement Officer;
  • Ensure and coordinate the implementation, monitoring and audit of the project;
  • Design and deliver ad-hoc trainings on contractual and financial procedures to the team;
  • Supervise and ensure correct document management in line with filing and archiving rules.

 

External Relations:

  • Liaise with project partners and institutions on procedural and financial aspects of the project;
  • Design and deliver ad-hoc trainings on contractual and financial procedures to the project partners and institutions;
  • Officially represent the project in formal events for Finance and Contracts related matters.

 

Procurement and contract management:

  • Advice on financial aspects of the procurement procedures in all stages of the project cycle;
  • Contractual and financial assessment and analysis of all activities in advance to submission to the Project Manager;
  • Analyse complaints, irregularities, cases and provide opinions for litigation procedures;
  • Flag and provide advice on any control/risk issue of financial nature in all stages of the project cycle.

 

Budget and Finance - Financial Management:

  • Ensure proper accounting of all financial transactions (invoices, payments, recovery orders, (de-) commitments, closures;
  • Verify annual commitment and payment forecasts;
  • Conduct financial analysis of, and provide advice on reports, records of expenditure, invoices, cost statements and payment requests;
  • Advice on technical and financial aspects of documents linked to the project implementation;
  • Responsible for developing procedures, record-keeping, data input, bookkeeping, general ledger, financial statements and all phases of financial management needed to comply with Albanian legal requirements and EU funded regulations;
  • Responsible for cash flow analysis and daily cash needs;
  • Responsible for all accounts payable, banking transactions, check writing, and reconciliation of bank statements;
  • Track and prepare staff salary and compensation programs;
  • Track and prepare rent, utility and other service payments;
  • Responsible for financial management system maintenance, coherent register of all financial transactions;
  • If needed, Finance Officer will be trained on usage and maintenance of Serenic Navigator used by OSFA;
  • Keeps track of all financial documents under process and those already closed, and periodically prepares related interim and annual financial reports.

 

Audit, control and inspection - Monitoring and reporting:

  • Communicate and coordinate with project’ partners and work directly and in close cooperation with OSFA’s Finance Director, when necessary, with the donor regarding financial reports, funds disbursement, reconciliation of expenses, general organizational financial status;
  • Prepare regular financial reports for the project and the donor;
  • Cooperate and coordinate with the donor and appropriate institutions to ensure compliance with local laws and EU regulations;
  • Provide to Project Manager with ad hoc financial reports, analysis, and forecasting needed for strategic planning;
  • Provide to Project Manager with timely information and reports consolidating and projecting income and expenses;
  • Work with the Project Manager to create and develop a sustainable and value-added strategy for the project;
  • Contribute to establishing monitoring and audit plans;
  • Ensure the implementation of established monitoring and audit plans, including preparation of Terms of Reference, launch of Request for Services, follow-up of audit findings and recommendations.
  • Carries out any other duty, as assigned by the Project Manager.

 

Education required: University degree (Master) in finance, accounting.

Experience and skills required:

  • At least 5 years of relevant working experience in finance management, accounting, preferably in EU funded projects. 
  • Very good knowledge of NGO Albanian financial-related legal framework (tax, accounting standards);
  • Working experience in projects related to education sector would represent an advantage;
  • Very good communication and coordination skills;
  • Ability to adapt and to be flexible;
  • Ability to work independently and self/organizational skills;
  • Ability to work harmoniously with people from different cultural backgrounds;
  • Resourcefulness, good interpersonal skills and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
  • Demonstrated ability to develop and maintain effective work relationships with and between different levels and types of project personnel and counterparts;
  • Excellent PC user skills in Microsoft Office package, particularly in Excel (formulas, pivot tables, etc.).

 

Language Requirements: Strong skills in written communications in English particularly in preparing financial reporting; Excellent spoken English is also required.

Compensation offered: Remuneration budgeted for the position is as per the sector standards. Offers shall be commensurate with the qualifications, experience and salary history of the selected candidate.

APPLICATION PROCEDURES: 

The application should include a Cover letter, CV and a minimum of one reference letter all in English. Other supporting documents are welcomed. Please indicate in e-mail subject specification about your application: Application - Project Finance Officer – Name Surname. The application should arrive not later than November 8, 2021, via email. Only short-listed candidates will be contacted for interviews.

OSFA is an equal opportunity employer and welcomes applications from all interested groups without any discrimination! We aim to build an inclusive workforce that is reflective of the populations we support, and actively seek applications from those who are marginalized and underrepresented.