Project Finance Officer

1 week ago

Islamabad, Islamabad, Pakistan Pakistan Centre for Philanthropy Full time

Roles and Responsibilities of Project Finance Officer
Reports to: Country Representative

Job Purpose:

The PFO provides a key supporting role to the POs (overall accountable for projects) in ensuring effective financial management, compliance, and financial capacity building across CBM's partner portfolio. The role focuses on supporting project oversight, risk management, monitoring and reporting on partner finances, implementing CBM's policies throughout the project finance cycle, and strengthening financial systems and practices in line with donor and local regulatory requirements.

Responsibilities of a PFO

Project Development:
  • Develop and/or review project budgets at the planning stage, focusing on overall compliance with donors and local regulations (taxes, social security etc.).
  • Collaborate with and support the Partner Portfolio team in planning and conducting partner assessments and addressing identified gaps related to finances.
Partner Capacity Building:
  • Develop and implement capacity-building initiatives for partner project teams, focusing on financial management (including financial reporting, budgeting, creating a framework for preparing financial statements etc.), procurement policies and procedures, forecasting, compliance, and internal controls that meet donor's and CBM guidelines.
  • Conduct workshops, coaching sessions, and one-on-one training for partner finance staff on the topics mentioned above.
  • Promote continuous improvement in financial processes to enhance efficiency and transparency.
Project Coordination & Quality Assurance:
  • Review project-related financial statements and reconciliations, including Income and Expenditure Statements (I&E), balance sheets, cash flow statements, and bank reconciliations.
  • Assist partner in developing a procurement plan.
  • In case the CO is involved in project-related procurement, support the PO in:
    • Development of a procurement plan including ToRs.
    • Conducting the financial analysis of the bids.
    • Ensure timely payment transfers for projects after completing all review checks.
    • Support partners in responding to donor financial queries.
    • Ensure effective coordination on financial matters between the Country Office, International Office, and Implementing partners.
    • Provide a financial overview of programmes to the Country Director.
    • Maintain up-to-date documentation related to project finances.
    Monitoring:
    • Conduct financial monitoring visits (remote and in-person) of every project at least once a year to ensure compliance and provide corrective action guidance. During the visits conduct:
      • Sample voucher checks to verify data accuracy, compliance with policies (including procurement), and quality of documentation (invoices, quotations, taxes/VAT).
      • Detailed eligibility checks and proper accounting of expenses.
      Reporting & Audit:
      • Review project financial reports (quarterly and annual) to:
        • Ensure reconciliation of financial reports with bank statements and project accounts.
        • Prepare for monitoring visits.
        • Support the PO in analyzing budgets against actual expenditure.
        • Review and analyze forecasts in collaboration with the PO.
        • Coordinate internal and external audits for partner projects with the relevant PO and CD.
        • Draft terms of reference for auditor selection and support CD in timely hiring of auditors.
        • Follow up on the implementation of complex audit recommendations related to accounting, legal, and tax compliance.
        • Close audit action points based on a review of the work done.
        Compliance & Risk Management:
        • Identify and assess financial risks, providing timely recommendations for mitigation to POs.
          • Ensure partner compliance with local regulations (tax laws, labor laws, other regulations applicable to NGOs), and donor specific financial requirements.
          • Monitor evolving tax regulations and support partners in meeting legal obligations.
          • Close compliance related action points based on a review of the work done.

Qualification, Skills and Attributes of a PFO

Qualification:
  • Education: Holder of a degree in accounting, business management or Professional qualification.
  • Experience: At least 04 years of proven experience in I/NGO sector.
Technical Skills:
  • Financial Management: Proficiency in budgeting, financial reporting, and accounting principles.
  • Grant Management: Experience with managing grants, including compliance with donor regulations and reporting requirements.
  • Analytical Skills: Ability to analyze financial data, identify trends, and make informed decisions.
  • Risk Management: Skills in identifying and mitigating financial risks, ensuring the integrity of financial operations.
  • Software Proficiency: Familiarity with financial software and tools, such as QuickBooks, SAP, or other accounting systems.
Interpersonal Skills:
  • Communication: Strong verbal and written communication skills to liaise with stakeholders, donors, and team members.
  • Team Collaboration: Ability to work effectively with project teams, providing financial insights and support.
  • Capacity Building: Skills in training and supporting partner staff in financial management practices.
Attributes:
  • Attention to Detail: Ensuring accuracy in financial records and reports.
  • Integrity: Upholding ethical standards and transparency in financial dealings.
  • Adaptability: Flexibility to work in diverse and dynamic environments, often with limited resources.
  • Problem-Solving: Proactive in identifying issues and developing solutions to financial challenges.
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