Finance Coordinator

About this role

Finance Coordinator Organization: Integrated Service on Health and Development Organization (ISHDO) Job Title: Finance Coordinator Department: Finance Reports To: Head of Finance and Administration Duty Station: ISHDO Head Office, Addis Ababa, Ethiopia Employment Type: Full-time 1. Job Purpose The Finance Coordinator is responsible for coordinating and overseeing the organization's day-to-day financial management, accounting operations, financial reporting, budgeting, cash management, donor compliance, and financial monitoring of projects and sub recipients. The position ensures that all financial transactions are accurately recorded, adequately supported, properly authorized, and compliant with ISHDO policies, applicable Ethiopian laws and regulations, donor requirements, and contractual obligations.The Finance Coordinator supports the Head of Finance and Administration in maintaining strong financial management systems, safeguarding organizational resources, strengthening internal controls, and providing timely and reliable financial information to management, donors, auditors, and other relevant stakeholders. 2. Key Duties and Responsibilities A. Financial Management and Accounting Coordinate the daily accounting and financial operations of ISHDO and its donor-funded projects. Ensure that all financial transactions are recorded accurately, completely, and in the appropriate accounting period and chart of accounts. Review payment requests, journal vouchers, cash receipts, bank transactions, and other accounting documents for accuracy, completeness, budget availability, proper authorization, and supporting documentation. Ensure the timely posting of transactions, maintenance of the general ledger, and reconciliation of subsidiary ledgers. Review bank reconciliations, cash balances, advances, accounts payable, accounts receivable, and other balance sheet accounts. Ensure appropriate accounting treatment of accruals, prepayments, fixed assets, liabilities, and other financial transactions. Coordinate monthly, quarterly, and annual financial closing processes. Maintain proper financial records, filing systems, and audit trails in accordance with organizational policies and applicable requirements. B. Budgeting and Financial Planning Coordinate the preparation of annual organizational budgets, project budgets, and budget revisions in collaboration with program teams and management. Review project budgets, budget narratives, cost allocations, and financial assumptions for accuracy and consistency with approved activities. Monitor budget utilization, commitments, burn rates, and projected funding requirements. Prepare budget-versus-actual expenditure analyses and investigate significant variances. Provide timely financial advice to project managers and budget holders on budget availability, expenditure trends, and potential over- or under-spending. Review budget realignments and ensure that required donor approvals are obtained before implementation. Support cash-flow forecasting and financial planning to ensure adequate liquidity for organizational and project operations. C. Donor Compliance and Grant Financial Management Ensure compliance with donor agreements, approved budgets, financial reporting requirements, and applicable grant conditions. Review donor-specific financial reports, statements of expenditure, transaction listings, cost-share reports, and other financial deliverables before submission. Ensure that expenditures charged to grants are allowable under the applicable award terms, properly allocable to the benefiting project, reasonable, adequately documented, and appropriately approved. Monitor donor-specific cost-sharing, indirect cost recovery, budget restrictions, reporting deadlines, and closeout requirements. Support compliance with applicable USG regulations, including 2 CFR Part 200 and relevant USG requirements, where applicable to the award. Maintain a grant compliance calendar and coordinate timely submission of financial reports and supporting schedules. Identify potential compliance risks and promptly report significant issues to the Head of Finance and Administration. D. Financial Reporting and Analysis Coordinate the preparation and review of monthly, quarterly, semiannual, and annual financial reports. Ensure that financial reports reconcile with the accounting records and approved budgets. Prepare consolidated financial reports across projects and funding sources. Analyze expenditure trends, budget variances, project financial performance, and funding utilization. Provide management with accurate financial information to support decision-making and resource allocation. Review the completeness and consistency of financial reports submitted by project offices and implementing partners. F. Cash, Banking, and Treasury Management Monitor organizational and project bank accounts, cash balances, and short-term funding requirements. Coordinate bank reconciliations and investigate outstanding or unexplained reconciling items. Monitor cash advances, staff advances, partner advances, and other outstanding balances. Ensure that advances are properly authorized, settled within established deadlines, and supported by valid documentation. G. Internal Controls and Risk Management Implement and monitor financial controls in accordance with ISHDO's policies, procedures, and delegated authority matrix. Ensure proper segregation of duties among transaction initiation, approval, payment, recording, and reconciliation. Review payment documentation for completeness, accuracy, authorization, budget availability, and compliance before processing or recommending approval. Monitor compliance with procurement and payment procedures, including the verification of invoices, contracts, purchase orders, goods received, and service completion documentation, as applicable. Identify financial control weaknesses, fraud risks, duplicate payments, unsupported expenditures, and unusual transactions. H. Audit Coordination and Follow-up Coordinate the preparation of financial schedules, supporting documents, and reconciliations required for external and internal audits. Facilitate audit requests and ensure timely access to relevant financial records. Support audits of organizational financial statements and donor-funded awards, as applicable. Coordinate the preparation and review of audit schedules, including expenditure reports, advance balances, fixed assets, cost-sharing. Track audit findings and management action plans and follow up on the implementation of agreed corrective actions. Maintain an organized audit trail and ensure that audit documentation is retained in accordance with applicable requirements. I. Team Coordination and Capacity Building Coordinate and provide technical guidance to finance officers, accountants, and cashiers. Review the quality and timeliness of financial work performed by assigned staff. Support staff development through coaching, training, and knowledge-sharing on accounting, donor compliance, reporting, and internal controls. Promote accountability, teamwork, professional ethics, and continuous improvement within the finance function.