JOB SUMMARY
The Senior Specialist — Finance & Accounting functions as the primary operational finance leader for the Area Office, reporting to the Finance Director. This position oversees all financial functions, encompassing transactional processing and regulatory compliance, as well as budgeting, donor reporting, and audit coordination. Serving as a strategic advisor to the Finance Director, the role fosters financial accountability, enhances internal controls, and guarantees adherence to HF HI policies, donor specifications, and legal standards. Additionally, the incumbent supervises two team members and contributes to strengthening financial competencies throughout the Area Office.
Oversee and execute critical responsibilities that form the core of this role, ensuring alignment with organizational objectives. Key tasks include managing daily operations, coordinating team efforts, and maintaining compliance with industry standards. The position demands a strong background in relevant fields, exceptional problem-solving abilities, and a commitment to achieving measurable results. Proficiency in specialized tools or software, effective communication skills, and the capacity to adapt to evolving priorities are also essential. Additionally, the role requires meticulous attention to detail, a proactive approach to challenges, and the ability to collaborate seamlessly with cross-functional teams to drive success.
Responsible for managing and overseeing all aspects of financial accounting and reporting, ensuring accuracy, compliance with regulatory standards, and timely delivery of financial statements. Develops and implements accounting policies and procedures to maintain consistency and integrity in financial records. Prepares monthly, quarterly, and annual financial reports for internal stakeholders and external entities, including auditors and regulatory bodies. Collaborates with cross-functional teams to analyze financial data, identify trends, and provide strategic insights for decision-making. Ensures adherence to Generally Accepted Accounting Principles (GAAP) and International Financial Reporting Standards (IFRS) where applicable. Maintains and reconciles general ledger accounts, including accounts payable, receivable, and fixed assets. Supports audit processes by providing necessary documentation and responding to inquiries from external auditors. Monitors internal controls to safeguard company assets and mitigate financial risks.
Ensure the accuracy and completeness of the general ledger while managing month-end and year-end close processes, encompassing journal entries, accruals, prepayments, and balance sheet reconciliations, all in adherence to HF HI’s global financial calendar.
Compile annual statutory financial statements and perform monthly reconciliations of donor grant-specific accounts, fund balance schedules, and intercompany entries.
Administer comprehensive Workday ERP processes, ensuring the integrity of the chart of accounts, configuring workflows, generating system-based reports, and providing first-line user support.
The Accounts Payable, Payroll, and Treasury department oversees financial obligations, employee compensation, and corporate liquidity, ensuring accurate and timely transactions. This role requires meticulous attention to detail, proficiency in accounting software, and adherence to regulatory standards. Responsibilities include processing invoices, managing payroll disbursements, reconciling accounts, and optimizing cash flow. Strong analytical skills and the ability to collaborate across teams are essential for maintaining financial integrity.
Ensure all procurement transactions are precisely assigned to the correct budget codes, thoroughly documented, and executed in strict adherence to HF HI’s procurement and financial controls’ framework, while maintaining close coordination with the Office Operations Coordinator.
Oversee the complete accounts payable cycle, encompassing invoice verification, approval workflows, payment scheduling, and quarterly vendor statement reconciliations, while ensuring strict adherence to HF HI procurement standards.
Collaborate closely with HR to maintain precise, timely payroll processing, approve timesheets, and ensure accurate payroll allocation within the financial system.
Manage staff travel advance processes by ensuring prompt liquidation, meticulously reviewing expense reports for accuracy and compliance, and regularly updating an aged advance report.
Oversee the daily management of petty cash and Area Office liquidity, conducting regular cash audits, submitting cash requests to HQ, and actively nurturing banking relationships to guarantee prompt and adequate operational funding.
Responsible for overseeing financial planning, budget allocation, and expenditure tracking to ensure fiscal efficiency, conducting detailed financial analysis to assess performance metrics, identify cost-saving opportunities, and support strategic decision-making. Analyzes variances between actual and projected figures, develops comprehensive financial reports, and provides actionable recommendations to optimize resource utilization. Collaborates with department heads to align budgetary allocations with organizational objectives while maintaining compliance with financial policies and regulatory standards.
Facilitate the Area Office budgeting process—spanning annual fiscal year preparation to monthly Budget versus Actuals (BVA) reporting—by delivering comprehensive variance analysis and strategic forward-looking insights to aid management in making informed decisions.
Partner with the Finance Director to lead the forecasting process, proactively identifying potential budget risks and proposing strategic corrective measures.
The Resource Development team receives assistance in crafting and evaluating project proposal budgets, realignments, and cost extensions while maintaining financial precision and adherence to donor requirements.
Conducts comprehensive audits, ensures adherence to regulatory compliance standards, and manages tax obligations efficiently.
Act as the primary point of contact for all internal, external, and donor-related audits within the Area Office, overseeing the organization of schedules, preparation of audit document request lists, and compilation of management responses. Simultaneously, ensure the maintenance of audit-ready documentation and diligently track the resolution of audit findings until their formal closure.
Oversee all regulatory tax responsibilities, such as withholding tax and corporate income tax filings, while remaining vigilant about legislative developments to ensure internal procedures remain up-to-date and fully compliant.
Ensure strict adherence to the financial authority matrix for all transactions and documentation, verifying that each payment and commitment receives proper authorization prior to processing.
Grants management and administrative assistance for the national office are essential to ensure the efficient processing of funding opportunities and compliance with regulatory standards. Responsibilities include overseeing grant applications, monitoring funding disbursements, and maintaining accurate financial records to support organizational objectives. The role requires strong organizational skills, meticulous attention to detail, and the ability to collaborate with cross-functional teams to facilitate seamless operations. Familiarity with grant administration procedures and experience in a similar capacity are highly preferred.
Oversee the complete lifecycle of grants managed by Area Offices, collaborating closely with Grants Officers and the Project Lead to ensure rigorous sub-grantee supervision, adherence to donor requirements, and accurate financial reporting.
Facilitate monthly Budget vs. Actuals review meetings alongside the Project Lead to monitor grant performance and implement corrective measures promptly.
Collaborate with the Regional Finance Manager to prepare and submit National Office fund requests with precision and punctuality to Headquarters and the Global Fundraising Network Offices.
Offer technical assistance with grants and compliance to National Offices, conducting thorough reviews of financial submissions and furnishing practical guidance on donor-specific requirements.
Maintain a meticulously structured and audit-compliant filing system—both electronic and physical—for all grants and financial records within the Area Office.
Drives operational excellence through strategic control mechanisms, process optimization, and team leadership, ensuring alignment with organizational objectives while fostering a culture of continuous improvement and high-performance standards.
Drive strategic enhancements in finance operations in collaboration with the Finance Director, fortifying internal controls via robust Standard Operating Procedures (SOPs), clear segregation of duties, and the integration of fraud prevention and safeguarding measures.
Work collaboratively with the Finance Director to evaluate, design, and execute enhancements to finance processes, converting operational insights into streamlined, scalable solutions for improved efficiency.
Educate non-finance personnel at the Area Office on financial principles by delivering clear, actionable advice and introducing key policies, procedures, and regulatory obligations.
Provide leadership, mentorship, and professional growth opportunities for direct reports while establishing definitive performance benchmarks to cultivate a dynamic, high-performing team.
Education
A bachelor’s degree in finance or accounting, or an equivalent field, is required for consideration.
A relevant professional qualification, such as a Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ARCA), or an equivalent credential, is required.
Seeking candidates with extensive experience in a related field to join our dynamic team. Applicants must possess a minimum of [X] years of hands-on experience directly applicable to the role, ensuring they are well-versed in industry best practices and emerging trends. Ideal candidates will demonstrate a proven track record of success through measurable achievements and specialized expertise, enabling them to contribute effectively from day one.
With a minimum of eight years of progressive finance and accounting experience, applicants should have held a senior or specialist position for at least three years, ideally within an international NGO or a donor-funded setting.
Preferred Requirements
Proficiency in Enterprise Resource Planning (ERP) systems is required, with a strong preference for experience using Workday.
Individuals should possess demonstrated experience in international nongovernmental organizations or projects supported by external funding.
Skilled in administering grants provided by prominent institutional donors, including UN agencies, BMZ, the Adaptation Fund, and comparable organizations.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
8 years
