Programmes Finance Officer – Grant Management/Budget - Switzerland

Role and Responsibilities

Responsible for providing financial support and coordination from HQ to assigned Country Programme(s), the Programmes Finance Officer (PFO) contributes to the development of Programmes strategy by providing financial sustainability, risk and private fund analysis. Responsible for reviewing project budgets and preparing donor budget templates as well as monitoring donor grants. Looking at the global Country budget structure and creating various scenarios analysis on funding for the planned actions. The PFO advises on fund management methodology, structure and on ways to optimize use of resources.

Medair

Medair is a humanitarian organisation inspired by Christian faith to relieve human suffering in some of the world’s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, regardless of political, social or religious viewpoint. We save lives in emergencies and then stay to help people recover from crisis with dignity—working side by side with communities to leave a lasting impact. We provide a range of emergency relief and recovery services: health care and nutrition; safe water, sanitation, and hygiene; shelter and infrastructure.

Medair Headquarters

Medair Headquarters (HQ) provides operational guidance for country programmes and activities, along with both technical and compassionate support for our relief workers. Within our headquarters, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes. Our headquarters teams are also responsible for recruiting international and HQ staff, and like our field teams, we are committed to serve the world’s most vulnerable with practical and compassionate care.

Workplace         

Medair Headquarters, Ecublens, near Lausanne, Switzerland

Starting Date

As soon as possible

Initial Contract Details

Full time, open-ended contract

Key Activity Areas

Country Programmes Strategy

• Contribute to the development of Country Programmes strategy by providing financial sustainability, risk and private fund analysis to support informed decision making.
• In charge of making global country budget structure and to create various scenarios analysis on funding for the planned actions.
• Advise Programmes dept. on fund management methodology, structure and best ways to optimize use of resources.

Budgeting

• Contribute to the budgeting process for any new donor proposal.
• Prepare the project proposal budget in the donor template and with the related financial annexes.
• Prepare budget revision and/or provide donors with more details on proposals budgeting as required.

Monitoring & Analysis

• Analyse BvAs (projects and grants).
• Update Grant Management tool.
• Coordinate preparation of cash flow projection for donor grants with inputs from the field and logistics.

Field Expenses Coding and Control

• Responsible for reviewing field expenses coding before posting into the accounting software.
• Coordinate the implementation of “Field Connect” – field expenses portal entry – and provide support in the set-up and day-to-day usage.

Reporting

• Prepare interim and final financial reports to various donors according to the time schedule set in the signed grant contracts following donor financial guidelines.
• Liaise with donor finance staffs for donor queries related to financial aspects of a signed donor grant.

Auditing

• Contribute to the coordination of donor audits at HQ and provide necessary guidance to the field.

Support, Coordination and Training

• Provides continuous support and coordination to field finance and Programmes staff on finance related topics as required.

Grant Management

• In charge of overall grant management for the donor grants related to their Country Programmes.
• Prepare and monitor grant coverage for the country projects.
• Prepare reports and analysis on Grant coverage, private fund needs and other as required.

Qualifications

• Degree in Finance & Accounting or combination of accounting studies and relevant experience
• Swiss degrees: CFC Employé/e de Commerce degree in accounting sector with 3 years relevant bookkeeping experience or Brevet Fédéral in Accountability

Languages

• Strong working knowledge of English (spoken and written)
• Working knowledge of French (spoken and written) an asset

Experience / Competencies

• Minimum of two years accounting / bookkeeping experience preferably in the NGO sector
• Grant budgeting / reporting experience and previous work experience with NGO overseas desirable
• Able to analyse financial data; independent project management skills desirable
• Advanced skills with Microsoft Office (especially Excel) and good understanding of user application of accounting software packages
• Organised, able to prioritise and meet deadlines, efficient use of time
• Flexible, resilient, able to perform in stressful situations
• Integrity, honesty, trustworthy and discrete, able to maintain strict confidentiality

Medair Standard Working Requirements for the International Headquarters

• Committed Christians; commitment to the Medair values
• Reflect the vision and values of Medair when interacting with team members and external contacts
• At least one year of professional experience in a relevant field (more experience preferred)
• Strong working knowledge of English (spoken and written)
• Working knowledge of French (spoken and written) for French-speaking roles
• Competent with MS Office Word, Excel, PowerPoint and Outlook
• Motivated by a spirit of service
• Solid team player

Benefits

• Salary commensurate with pay-grade of the position
• Travel expenses to country programmes (for staff who are required to make field visits)
• Annual leave; Accident insurance and pension; Death and disability insurance; Health insurance for loss of earnings
• The opportunity to work in a Christian organisation where your contributions make a difference for the world’s most vulnerable

HQ Working Conditions

• Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.
• The PFO is required to make field visits, normally for three to six weeks per year. However, the PFO may be requested to travel to field locations for up to two months per year, upon mutual agreement with Line Manager.
• The PFO is required to attend the Relief & Recovery Orientation Course (ROC) as part of Medair initiation and prior to field visits.

Application Process

Follow this link: www.medair.org/work-with-us, check if you fit our standard working criteria, then: apply for this vacancy (or another position that matches your profile).

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed. Medair does not set closing / deadline dates for applications; recruitment is on-going until the position is filled.