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  • Grant Finance & Supply chain officer (Maternity cover) for Recovering Together project of the European Union Grant project

    2021-09-13 08:30 - 2021-09-21 17:30
    Ulaanbaatar city

    Job title:                                   Grant Finance & Supply chain officer (Maternity cover)

    Location:                                   Recovering together project

    Full/Part-time:                           Full-Time

    Fixed-term/Temporary:               Fixed-term

    Deadline for application:             September 21, 2021

    PURPOSE OF POSITION

    The purpose of this position is to provide efficient and effective support to grant project implementation and ensure effective financial management and compliance for European Union grant administered and/or implemented by World Vision Mongolia (WV MOG) and World Vision Germany/ Deutschland e.V (WV GER). This grant project aims to reduce COVID-19 adverse impacts, to promote inclusive and equitable protection, livelihood, health, and nutrition opportunities for the most vulnerable households, especially mothers and children, through strengthened Local CSOs and increased collaboration with Local Authorities.

    Finance & Supply Chain officer is responsible for ensuring the quality of financial management for the grant project and is accountable for identifying key requirements of donors which include reporting data and information, reporting time frames and frequency, reporting formats, project flexibility, purchasing standards, use of funds for overhead costs, level of backup documentation required, tracking of Cost Allocation Policy rates, and variance allowances.

    MAJOR RESPONSIBILITIES

    FINANCIAL MANAGEMENT & SUPPORT

    Prepare vouchers and send invoices to the NO finance department to facilitate payment and ensure proper documentation

    • Send invoices to the NO finance department timely manner
    • Ensure that sent invoices have been processed timely manner
    • Communicate relationships with the NO finance if there is an error or mistake
    • Enter all assigned vouchers to Sun System after appropriate approval with the required supporting documents
    • Ensure all supporting documents are aligning to Grant rules as well as WVI policy
    • Translate financial vouchers and prepare scanned copies on a drive

    Prepare, review and consolidate regular Grant financial reports

    • Prepare monthly grant financial reports as per FFM requirements and standards.
    • Prepare and review GRANT financial reports per the Donor requirements
    • File a hard copy of the monthly financial report in a secured and chronological order.
    • Project staff LDR management
    • Ensure staff creates accurate LDR
    • Ensure that project staff salary and benefit calculate accurately and charged according to the LDR

    Grant management

    • Support to the Grant Manager for the grant implementation
    • Ensure that Donor and WVI Grant policy and requirements are followed
    • Ensure screening is done accurately
    • Ensure that funding commitment on My PBAS.
    • Advice to the project team and implementation team on Grant related issues
    • Ensure that costs should have been eligible not allow for ineligible cost
    • Ensure the Grant closure is completed accurately
    • Conduct regular discussions on variance analysis and action planning based on the financial report.

    SUPPLY CHAIN MANAGEMENT

    • Ensure all required PR is created
    • Ensure annual procurement plan is up to date
    • Ensure that tender and procurement process is aligned to WVI policy as well as Donor policy
    • Ensure inventory records are tracked accurately
    • Ensure that supplier contracts are made without any risk associated

    QUALITY ASSURANCE

    • Ensure that the financial report is sent on time and be accurate with all relevant explanations
    • Ensure that financial documentation and transactions are according to WVI financial policies and procedures as well as the Donor requirement
    • Ensure that Grant guidelines are aligned to the Grant projects
    • Maintain a strong control environment in the project by ensuring compliance with WVI financial policies, grant/donor requirements, and government regulations.
    • Close coordination with the NO finance department on timely compliance to WVI policy, internal audit, GC,  and statutory audits
    • Orient and regular feedback to the Project team on finance codes, procedures, and policies
    • Prepare financial incident reports as necessary

    CAPACITY BUILDING & KNOWLEDGE MANAGEMENT

    • Disseminate financial information to the project team and ensure that there is a thorough understanding of the current policies and regulations.  Ensure all changes in policy is communicated to projects in a clear and timely manner, ensuring compliance

    GENERAL

    • Assist the line manager in communicating to Donor in regard to Finance, Project funding
    • Perform any other tasks assigned by Grant managers
    • Contribute to the common goal and aspirations of the WVI Mongolia, be an active member of the team
    • Ensures staff and partners understand WV safeguarding & anti-corruption policies
    • Ensures project supports awareness-raising for prevention and reporting of child protection incidents occurs across the project area

    KNOWLEDGE/ QUALIFICATIONS FOR THE ROLE

    Education

    • Bachelor's degree in accounting or related field.
    • Excellent command of English speaking and writing

    Experience

    • At least 3-5 years of working experience in the field of Finance business
    • Relevant experience of project finance management or related preferably in international NGOs

    Knowledge and Skills

    • Excellent interpersonal, cross-cultural, and communication skills.
    • High passion and dedication to human beings, especially vulnerable people.
    • Willingness to work as a team and get along well with other people.
    • Strong organizational and management skills, with a proven track record of managing a team
    • Strong problem solving, interpersonal, and communication skills
    • Ability to demonstrate servant leadership and foster a team-oriented atmosphere
    • Integrity, honesty, and accountability to both the team and the community
    • Able to make quick decisions as needed

    · Understanding of and commitment to World Vision Core Values

    Work Environment

    The position requires the ability and willingness to travel domestically and internationally up to 5% of the time.  

    Please send the below documents to recruitment_mongolia@wvi.org

    • Curriculum Vitae
    • Cover Letter
    • Application Form
    • Copy of Diploma(s)
    • Copy of ID care

    Address: 4th floor, Somang Plaza Building, 13 khoroolol, 15th khoroo, Bayanzurkh District.

    Phone: 70155323 – 124, 125 and 128

    Note: Only short-listed candidates will be contacted for further process.    


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