Reports to: Senior Finance Officer, (Finance Directorate) (functionally)/ Project Coordinator, ECCAS Unit (line supervisor)
Directorate/Department : Finance
Division: External Resource Management
Number of Direct Reports: 2
Number of Indirect Reports: 0
Job Grade: P2
Location: Douala, Cameroun
 

Purpose of job

The African Union Commission (AUC) has secured funding from the European Union for the implementation of the Global Framework for Climate Services (GFCS) through the Intra-ACP Climate Services and Related Application programme. The programme addresses the issue of climate information throughout the entire supply chain of climate services covering generation and provision of climate services, access to information, user interface platforms, and capacity enhancement of critical players including, but not limited to, Regional Economic Communities (RECs), the National Meteorological and Hydrological Services (NMHSs) of Member States, and Regional Climate Centres (RCCs). It aims to enable Member States to develop and incorporate science-based climate information and prediction into development planning and decision-making at all levels, and to better manage risks of climate variability and change, Furthermore, it enhances policy and decision-making at continental, regional, national, community, and individual levels.

The AUC is responsible for the overall continental coordination of the programme implementation, which includes the development and application of weather and climate information services; facilitation of capacity building for RECs and Member States; fostering sharing of best practices and coordinating knowledge management; procurement and supply of equipment for Member States and Regional Climate Centres; establishing and operationalization of the continental monitoring and reporting framework; facilitation of preparation of Africa State of Climate Reports and Outlooks; prudent management of financial resources; and monitoring and evaluation.

Main Functions

Under the authority and supervision of the Head of External Management Division (Finance Directorate) and the ECCAS Project Coordinator and in close collaboration with the members of the Project Management Unit, the tasks and responsibilities of the Finance and Administration Officer will be to:
•    Coordinate administrative, financial and accounting work for the entire project and ensure handling of same within the provisions of the AU rules;
•    Monitor the execution of the budget;
•    Organize and set up the financial, material and accounting management system;
•    Ensure that the financial procedures are in accordance with the rules agreed with the AUC and ECCAS and are applied by the project coordination unit;
•    Ensure financial monitoring of the various contracts awarded by the Project in collaboration with the expert in charge of procurement;
•    Control all expenditure documents before any payment;
•    Control the accounting documents to ensure their viability, their accuracy and their correct allocation before their accounting;
•    Facilitate the conduct of assessment and audit missions by providing them with all the necessary documents or information in a timely manner;
•    Prepare information for the Auditors, draft responses on audit queries and takes the lead in making proposals for resolving audit findings and implementation of their recommendations.;
•    Prepare correspondence and memoranda relating to internal control procedures;
•    Work as focal person in facilitating procurement processes ensuring compliance to the Procurement Manual
•    Work as focal person on human resource management matters (staff administration, contract management, benefits and entitlements, performance management, employee relations), provide advice to the Project Coordinator and staff, in line with the AU Staff Rules and Regulations
•    Prepare and organize the deployment of the staff of the coordination unit;
•    Develop and implement a training plan for financial management staff and monitor its execution;
•    Supervise the classification and archiving of accounting documents;
•    Comply with the provisions of the grant agreement and have administrative, financial and accounting procedures followed;
•    Maintain close contacts with the AUC Headquarters for all questions relating to financial management and disbursements of the project;

Specific Responsibilities

•    Ensure that payments and committed expenses are processed as per the administrative and financial procedures of the programme, in conjunction with the ECCAS financial pool;
•    Coordinate and monitor disbursements plan to beneficiaries: review of disbursement requests and follow-up on payments and funds replenishments;
•    Analyze all financial supporting documents received and ensure their proper filing;
•    Review of the financial documents and ensure that all payments, receipts and adjustments under are adequately supported;
•    Maintain and generate accurate financial records, in line with the AU Financial Rules and Regulations and International Public Sector Accounting Standards (IPSAS);
•    Participate in the establishment and management of contracts and agreements with programme partners;
•    Supervise the preparation and submission, at the optimal pace and means, of requests for withdrawal of funds and direct payments;
•    Ensure the availability of funds and manage cash flow;
•    Prepare bank reconciliation statements of the programme accounts; 
•    Prepare the budget execution report and monitor proper budget utilization to ascertain that budget appropriations are not overspent;
•    Analyze and comment on discrepancies between forecasts and financial achievements;
•    Maintain the personnel files;
•    Facilitate the conduct of assessment and audit missions by providing them with all the necessary documents or information in a timely manner;
•    Prepare information for the Auditors, draft responses on audit queries and takes the lead in making proposals for resolving audit findings and implementation of their recommendations.
 

Academic requirements and relavant experience

•    Candidates must possess a minimum of a University Bachelor Degree in Finance, Accounting, Commerce or Business Administration from a recognized University with a minimum of three (3) years of relevant professional experience. Alternatively, a Masters degree qualification is accepted with two (2) years relevant work experience;
•    Exposure to supervisory responsibilities.
•    Strong knowledge of International Public Sector Accounting Standards (IPSAS) is highly desirable.
•    Possession of professional qualification/certification will be considered as an advantage.
•    Demonstrable experience working with standard software (Word, Excel, Access, and PowerPoint) and working knowledge of ERP (preferably SAP) is desirable
•    Experience in performing financial and accounting tasks for donor funded projects (including EU-funded projects) is desirable.
•    Knowledge and understanding of procurement processes as well as human resource management elements.
 

Required Skills

•    Conscientious in observing deadlines and achieving results;
•    Capacity for financial analysis, communication and drafting of financial reports;
•    Excellent interpersonal skills and ability to work in a multicultural environment;
•    Sound planning and organizational skills;
•    Experience in performing financial and accounting tasks for donor funded projects (including EU-funded projects) is desirable.
•    Experience in project management. 
•    Demonstrable experience working with standard software (Word, Excel, Access, and PowerPoint) and working knowledge of ERP (preferably SAP) is desirable. 
•    Proficiency in English and/or French (ECCAS working languages). Fluency in another AU language (Arabic, Portuguese and Spanish) is an added advantage.
 

Leadership competencies

StrategicInsight.