Project Finance Officer
Position title: Project Finance Officer
Reports to: Finance Manager
I. Major Functions
1. Responsible for administration of WWF projects. Ensures that appropriate support is provided to project supervisors, contracted partners or consultants. Responds to queries on project related financial matters.
2. Responsible for preparing donors financial records, and ensuring compliance to WWF International and donors’ financial policies and procedures.
II. Major Duties and Responsibilities:
Ensure the project implementation and maintain sound financial policies and procedures in accordance with WWF International and donor requirements.
- Take lead in developing and updating project finance handbook and manual including processes, procedures and policies
- Assess and identify project capacity gaps and provide necessary training to third parties and project staff.In addition, to develop a capacity building plan and to facilitate training and development workshop where required.
- Take lead in project internal audit.
- Assist Project Supervisors to develop and give necessary input to project budget development at the project proposal stage. In addition, to assist and co-ordinate annual budget development against donors’ contract requirement.
- Be responsible for quarterly financial analysis of project activities and communicate timely with related project staff for better implementation process against the annual budget and work plan and monitoring the project fund usage
- Track the overall financial management of WWF field offices with using of appropriate financial analysis tools. Undertakes visits to contracted projects to review administrative and financial status as and when requested by the Finance Manager.
- Train other project staff on WWF financial procedures and policies and the use of the computerized accounting system as necessary.
- Monitor quarterly submission of financial reports from project and third parties to identify problems and solutions.
- Respond to project related financial queries from programme office staff, consultants, project staffs and donors.
- Donor and third party contract management, and in line with WWF network standards.
- Review secured funding agreement from various donors. Keep Project Supervisors inform of contract related matters.
- Prepare donor budgets and financial reports, in consultation with Programme Officer and project technical staff for submission to donors.
- Develops, and/or drafts project contracts with programme officers and responsible for issuance of project contract.
- Prepares requests for project payments based on approved budgets (contract payments, invoices).
- Collect and review third parties’ financial report. Review third parties expenditure to ensure that the spending is in line with approved contractual budgets. In addition, to co-ordinate timely completion of all programmatic reporting requirements.
Call funds from donors as and when required. Responsible to liaise with donors as and when necessary.
a.To be a backup within the project finance unit when necessary.
b.Perform other tasks as and when assigned by the supervisor.
III. Supervisory Responsibilities: N/A.
IV. Working Relationships:
1. Internal: Frequent interactions with all project offices in WWF China, in particular key project leaders. Works closely with Senior Manager, Project finance, Programme Officers, and various donors. Some contacts with WWF Network, specifically WWF International Asia Pacific and Finance unit, internal audit unit and Project finance unit.
2. External: Consultants and third parties.
V. Minimum Qualifications:
1. Knowledge: A university degree in finance, accounting or business administration.
2. Experience: Minimum 3 years’ experience in the field of project financial management is essential. Good interpersonal skills as well as day-to-day contact with a diverse working group are required. Demonstrated ability to establish and maintain clear lines of communication within all levels of staffis necessary.Skills and Abilities: Prior working knowledge or experience with Oracle Business Suite is a plus. Leadership and communication skills, coupled with diplomacy, numeracy are essential. The successful candidate will not only be meticulous and thorough, with a keen attention to detail, but will also be able to recommend changes and provide solutions to benefit both the unit and organization. Proven interpersonal and people-management skills, complemented by good written and spoken English, are a must. Strong financial skills, as well as a well-organised approach to work are necessary.