Project Controller/Accountant 40 views

Reference number: Rec/014/24

Base Location: Addis Ababa with frequent travel to the Field Offices

Purpose of the position

The Project Controller/Accountant is responsible for budget control of projects/bids as well as with contractual agreements for a diverse portfolio as may be assigned within Cordaid Ethiopia. The Project Controller will not only work closely with colleagues based in the office but with and Financial Officers of partner and collaborating organisations.

This position ensures compliance not only Cordaid policies, donor policies and procedures but with all Government requirements in line with applicable registration instruments on contractual compliance. S/he ensures that financial reports are of high quality, accurate and submitted timely to donors and Cordaid GO. S/he prepares for any (external) audits and ensures all required information is available on time and is prepared to a high standard.

Responsibilities and Accountability

Budgeting, Control and Monitoring

• Develop financial forecasts/budgets for all new projects in coordination with Bid Managers for submission to donors.
• Develops project budgets and ensures that cost recovery is guaranteed and the correct Cordaid tools, data and forms are being used.
• Monitor the revision of programme budgets and coordinate any proposed revisions. Supports cost extension requests as and when needed in collaboration with the relevant Programme leads and the Finance and Operations Director.
• Provides technical advice and input on implementation in relation to finance, close out procedures for respective projects.
• Prepare monthly BVA reports for all assigned projects for presentation and discussion in the monthly project control meetings.
• Reviews the expenditures on shared cost budget % allocated to the programme and ensure that costs are budgeted for. Consolidates and reviews the budgeted versus actual expenditure reports, and ensure adherence to restrictions on line item expenditure. Ensures that all identified discrepancies and/or ineligible expenditures and/ or misallocation and/or payment of unauthorized amounts are clarified and timely addressed.
• Perform monthly project controls and adhere to set KPIs for budget monitoring

Financial Planning

• Recording and maintain the projects commitments. Facilitates the use and submission of monthly, quarterly workplans and budget forecast to support quality utilization of program budgets.
• Prepare monthly/quarterly project cash expenditure forecasts alongside respective field offices for action while keeping the cash planning up to date.
• Prepare quarterly cash expenditure forecasts for all relevant projects for request from Global Office and ensuring adequate treasury levels.
• Develop liquidity requests in coordination with project lead for presentations to donors and the Senior Management Team.

Partner Financial Management

• Oversee all field office/partner budget utilization and ensure timely capture of eligible expenditure of partner expenses into Cordaid Accounting system.
• Prepare/monitor partner budgets and ensure utilization is in compliance with project budgets and/or business plans as per the different projects.
• Prepare and/or ensure timely release of partner funds for relevant projects (process differs per project).
• Provide capacity building to partners as per identified need and/or requirement.
• When called upon provide trainings to partner Finance Officers on relevant financial management areas.
• Support partner organizations with project control knowledge and financial expertise as required. Contribute to partner risk assessments and ensure that agreed actions are implemented.

Project Audits

• Ensure that all project expenditure is appropriately documented, archived and ready for any external or internal audit with relevant staff.
• In collaboration with the Senior Project Controller, supports audit preparation and ensure that relevant information is timely shared with auditors and assist on post- audit activities such as audit trail and implementation of audit recommendation through an action plan.
• Ensure timely submission of audit reports to donors and Cordaid Global Office for project closures.

Compliance 

• Maintain the project risk register and translate results into a risk analysis report. Reports on progress of corresponding action and ensures compliance with the contractual agreements.
• In collaboration with the Compliance Coordinator, Senior Project Controller and Finance and Operations Director ensures that project reporting requirements are met along all project milestones;
• Ensure that the project expenditure adheres to the donor’s and Cordaid’s regulations
• Prepare the summary of analysis of key project risk versus actual project results and in close collaboration with the Compliance Coordintor engage with relevant colleagues for action.
• In close collaboration with relevant colleagues ensure updated field office policies for Field office use

Administrative Oversight and Management

• Provides technical and administrative support to field offices regarding the finance and administrative activities by conducting field visits, among others.
• Identifies and addresses knowledge and skills gap realized at field level and support the staff through coaching and training.
• Ensure that the Project leads and the Finance and Operation Director are kept informed of any major developments in a timely manner so that issues are anticipated, addressed and do not materialize.
• Support the project lead with all financial communication to the donor and internally within Cordaid.