Finance and Administration Officer

The Finance and Administration Officer supports the Consortium Management Unit with day-to-day financial management and administration across the Pathways to Protection programme, including financial follow-up, ERP and BI reporting, compliance, audit support, and programme logistics. The role involves supporting country offices and partners in budgeting, financial monitoring, reporting, and administrative logistics.

Responsibilities

• Support country offices throughout the project management cycle, including budgeting, financial monitoring, reporting, forecasting and project closure, in line with donor and DRC requirements.
• Review implementing partner financial reports, supporting documentation, expenditure eligibility and budget alignment, and ensure timely and accurate posting and reconciliation in DRC’s ERP system.
• Maintain tracking and monitoring tools for partner financial balances, including instalments, expenditure and reconciliations, ensuring timely follow-up on outstanding items.
• Support local partners with budget follow-up, financial reporting, forecasting, expense eligibility and donor/DRC compliance.
• Support maintenance and consolidation of consortium-wide budget monitoring and financial management tools, ensuring consistency and accuracy across countries and partners.
• Track and follow up on invoices, reimbursements, cost-sharing arrangements and other financial settlements between consortium members.
• Support financial management and compliance capacity strengthening for local partners through training, guidance and on-the-job support.
• Support in ensuring compliance with minimum financial management standards for budgeting, reporting, supporting documentation and filing.
• Support the preparation and consolidation of financial documentation reporting and external audits, including reporting annexes and supporting documentation, and follow up on audit requests and findings.
• Support financial reconciliations and follow up on outstanding balances, advances, commitments and other financial matters with country offices and partners.
• Contribute to financial quality assurance and identify financial, compliance and budget management issues requiring follow-up.
• Support the planning and logistics of consortium workshops, meetings, events and visits, including venues, accommodation, transportation and other logistical arrangements.
• Coordinate travel arrangements for CMU staff and programme-related travel, including flight and hotel bookings, travel requests and liaison with relevant country offices.
• Liaise with hosting country offices on hosting arrangements and applicable terms, including office space, accommodation, guesthouse arrangements and related cost-sharing.
• Support the management of CMU office and accommodation arrangements, ensuring facilities are adequately equipped, operational and maintained, in coordination with relevant logistics and support teams.
• Follow up on office requirements, including maintenance and repairs, utilities, rental arrangements and liaison with landlords or service providers, as applicable.
• Support identification and arrangement of appropriate accommodation and office space for staff and short-term visitors, including follow-up on rental terms and related administrative documentation.
• Maintain appropriate administrative records and follow up on invoices and payments related to travel, accommodation, events, office and other administrative services.

Requirements

• At least 3 years’ relevant experience in finance, administration or a similar role, preferably within an international NGO.
• Experience with budgeting, financial reporting, monitoring and donor compliance.
• Experience working with implementing partners and reviewing financial reports and supporting documentation.
• Experience with ERP systems and financial reporting tools; knowledge of Microsoft Dynamics 365 and Power BI is an asset.
• Excellent skills in MS Excel and other Microsoft Office applications.
• Strong organisational, analytical and attention-to-detail skills, with the ability to manage competing priorities.
• Strong communication and interpersonal skills, with cultural and gender sensitivity.
• University degree in finance, accounting, business administration or another relevant field, or equivalent professional qualification.
• Professional fluency in English and French.

Skills

• Budgeting
• Financial Reporting
• Donor Compliance
• Financial Monitoring
• ERP Systems
• Microsoft Dynamics 365
• Power BI
• MS Excel
• Microsoft Office Suite
• Financial Analysis
• Audit Support
• Programme Logistics
• Partner Financial Review
• Financial Documentation
• Finance Management
• Administration
• Report Writing

Languages

English, French