Finance Coordinator- Women, Peace and Security Helpdesk

Saferworld is an independent international organisation working to prevent violent conflict and build safer lives. We work with people affected by conflict to improve their safety and sense of security, and conduct wider research and analysis. We use this evidence and learning to improve local, national and international policies and practices that can help build lasting peace. Our priority is people – we believe in a world where everyone can lead peaceful, fulfilling lives, free from fear and insecurity. We are a not-for-profit organisation operational in nine countries across Africa and Asia. Saferworld is committed to providing a safe and trusted environment that safeguards our staff, partners and communities. Our organisational integrity is derived from the values and principles that underpin and guide our work.

The Finance Coordinator will work within the Conflict Advisory Unit (CAU) on its Women, Peace, and Security Helpdesk (WPS) contract. The CAU provides high-quality advisory and technical support to a range of aid actors across the humanitarian, development and peacebuilding sectors, including donor institutions, UN agencies, international and national NGOs, civil society organisations, financial institutions and the private sector to integrate conflict and gender sensitivity principles and practices into their strategies, policies, and programmes. The CAU helpdesks for government departments and donor agencies, implements in-country conflict sensitivity facilities (currently in Afghanistan, South Sudan and Sudan), and undertakes bespoke conflict and gender sensitivity work. The WPS Helpdesk is a call-down service for the UK government that aims to improve the gender responsiveness of security and conflict work, and to advance the UK WPS National Action Plan. The position will also liaise closely with the Finance Team within Saferworld.

Reporting to the Project Manager- WPS, the Finance Coordinator will deliver efficient and compliant financial management support to the WPS helpdesk. As a call-down/on-demand service, the financial management of the helpdesk requires regular re-forecasting and close liaison within the implementing team, and with the counterparts in the UK Integrated Security Fund, which funds the helpdesk. The Finance Coordinator will have a key role in ensuring that the helpdesk consortium members’ financial allocations and record-keeping is up to date and correct. The Finance Coordinator will also make sure that the helpdesk is correctly accounted for within Saferworld’s finance system, and is fully compliant and also support all audit processes for the helpdesk.

Roles and responsibilities:

1. Coordinate on financial planning, management, system development for the WPS helpdesk programme

· Conduct thorough financial analysis to identify trends, variances, and opportunities for improvement, including the development and revision of regular (annual, and thereafter at least monthly) forecasting. This may incorporate trends-based forecasting based on previous data about trends in call-down timings and sizes. It should also be differentiated by budget source i.e. Overseas Development Aid (ODA) or non-ODA, as confirmed by relevant UK counterparts.

· Prepare monthly financial reporting to the donor, and work with helpdesk colleagues to ensure financial reporting is accurate, up to date, and congruent with narrative reporting.

· Lead development and maintenance of robust financial controls (bank reconciliations and other control accounts, finance reports, etc.)

· Coordinate with Finance team consortium partner staff to ensure accurate data entry into the accounting system, leading improvement and system enhancement work, ensuring good housekeeping

· Lead financial reporting via SUN (our global accounting system) to helpdesk colleagues, the donor, and Central Finance with a focus on optimal performance, particularly liaising with the designated Finance Business Partner.

· Effectively organise and manage internal and external audits as per donor and Saferworld policies where appropriate

· Ensure compliance with any legal regulations and commercial regulations

· Support the reflection of helpdesk finances in CAU internal reporting and forecasting

· Monitor budget performance and provide regular updates to management

· Prepare Monthly Management Accounts

2. Receive and process payments for suppliers, staff and consortium partner members.

• Process consortium partner invoices, staff payment requests, supplier and service providers’ invoices ensuring compliance with Saferworld and donor agencies rules and regulations.
• Review consortium partner invoices to ensure they conform to both the standing budget and the budgets of relevant call-downs, and comply with Saferworld and donor requirements before forwarding for approval.
• Prepare contracts and invoices for freelance or consultant experts, ensuring they are in line with agreed Terms of Reference and the call-down tracker, as well as inclusive of taxes, or where exemptions/alternatives on tax inclusion are appropriate that these are properly reflected; ensure the appropriate payment request forms are prepared.
• Review payment supporting documents to ensure that they are in line with authorisation levels & structure, including timesheets, receipts, etc.
• Process all staff claims within a week after receipt of the approved claims.
• Ensure internal control system is functional

· Implement Saferworld Finance and Purchase Procedure for accountability, transparency, and compliance purposes to meet audit requirements and standards

3. Oversee and develop finance management processes with partner organisations and donor:

• Develop strong relationships with all Saferworld colleagues and partners to enhance their understanding of finance processes for call-down arrangements and build their knowledge
• Attend regular consortium partner meetings to report on finances and answer queries.
• Develop strong relationships with the ISF focal points on the helpdesk to ensure understanding of their requirements and deadlines, propose appropriate forecasting approaches, and join regular meetings with ISF to report on finances and answer queries.

4. Provide management support within the Finance Team

• Provide management support to the helpdesk on finances, specifically in absence of senior colleagues
• Provide support and backstopping to London Finance Team with a focus on ensuring the accurate representation of the helpdesk in accounts.

Key working relationships

Conflict Advisory Unit, Gender Advisers across Policy and Programmes, Finance Team (London), ISF counterparts, other UK counterparts via call-down, consortium partners.