Senior Project Finance Officer

Position title: Senior Project Finance Officer

Department: Finance

Reports to: Finance Manager

Location: Beijing/Shanghai


I. Major Functions:

a. Responsible for overall financial management of WWF projects. To provide and develop project finance best practices across the WWF Beijing Representative offices, to increase project performance by providing accurate and timely project financial related information.

b. Responsible for preparing donors’ financial records, and ensuring compliance with WWF International and donors’ financial policies and procedures.


II. Major Duties andResponsibilities:

 

Financial Management:

 

ž   Ensure that sound financial policies and procedures are maintained in project implementation in accordance with WWF International and donor requirements.

ž Establish, update and maintain all relevant financial management documentations. Work closing with the conservation team in terms of proposal development, project planning & budgeting, and full term forecasting. In addition,assist and co-ordinate annual budget development according to donors’ contract requirements.

ž  Take the lead in developing and updating the projectfinance handbook and manual including processes, procedures and policies

ž  To develop 3rd party contract management tool using Excel, promoting efficiency of data input, payment request, AP and TP worksheet. 

ž  To be Super users for Account Receivables/Purchasing Module / Account Payable in EBS to ensure smooth operating offinancial system.

ž  Take the lead in project audits and internalaudits for field offices.

ž  Track the overall financial management of WWFfield offices using appropriate financial analysis tools. Undertake visits tocontracted projects to review administrative and financial status as and whenrequested by the Finance Manager. 

ž  Monitor & evaluate quarterly submissionof financial reports from project and third parties to identify problems andsolutions.

ž   Respond to projectrelated financial queries from programme office staff, consultants, projectstaffs anddonors.

 

FinancialAnalysis & Reporting:

ž  Provide timely and sufficient projectfinancial analysis to project leaders and related project staff, and  present Project financial information atinternal reviews, Management Team Meetings and workshops.

ž  To develop financial reporting templatesusing excel tools for analysis purpose and provide excel trainings to financestaff.

ž  Establish, communicate and implement projectfinance and reporting model

ž  To Cooperate with WWF network and set up project tracking system

ž  To develop Project Financial Reports atdifferent levels. (Project, Program, Practices)

ž  Be responsible for quarterly financialanalysis of project activities. Communicate with related project staff ina timely manner for better implementation process against the annual budget andwork plan and monitorthe use of project funds

 

Financial Training:

ž  To mentor and provide trainings (includeOracle training) to other PFOs  to buildup capacity of projectfinance team.

ž  Assess and identify project capacity gaps andprovide necessary training to third parties and project staff. In addition,develop a capacity building plan and facilitate training and developmentworkshops where required.

ž  Train project staff on WWF financialprocedures and policies and the use of the ERP system as necessary.

 

ContractManagement and Compliance:

ž  Manage donor and third party contracts, forthose within and outside of China and the WWF Network, in line with WWF networkstandards.

ž  Review secured funding agreements fromvarious donors. Keep Project Supervisors inform of contract related matters.

ž  Maintain risks assessment for donor contractand local partners outgoing contracts.

ž  Prepare requests for project payments basedon approved budgets (contract payments, invoices).

ž  Collect and review third parties’ financialreports.  Review third parties’expenditures to ensure that spending is in line with approved contractualbudgets. In addition, co-ordinate timely completion of all programmaticreporting requirements.

ž  Call funds from donors as and whenrequired.  Liaise with donors as and whennecessary.


Others:

a. Serve as a backup within the project finance unit when necessary.

b. Perform other tasks as and when assigned by the line manager.


III.        SupervisoryResponsibilities:  N/A.


IV.        Working Relationships:

 

-Internal: Works closely with senior manager, Project finance unit, Programme Officer and various donors.  Some contacts with WWF Network, specifically WWF International Asia Pacific and Finance departments.

-External: Liaison with auditor for year-end audit and project audit. Consultants and third parties.

 

V.         Minimum Qualifications:

 

1. Knowledge: A degree in finance, accounting or business administration.

 

2. Experience: Minimum 5 years experience in the field of accounting or 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 staff is 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.