Caritas International Belgium (CI.be) is a Belgian INGO with headquarters in Brussels. Caritas International Belgium is part of a worldwide confederation of which the coordinating body (Caritas Internationalis) is located in Rome (Vatican City). We execute our mission without distinction of origins, nationality or gender; or political, religious or philosophical beliefs. The general goal of this 18 month program in the refugee settlements of Kyaka II (Kyegewa) and Kyangwali (Hoima) is to improve the living conditions of mainly Congolese refugees.
The financial advisor will be working under the direction of the Country Representative and works in close collaboration with the local partners' staff. His/her main responsibility is to prepare the financial reports in close collaboration with the implementing partners - ensuring compliance with the deadlines and procedures of CI.Be and the back donor.
Tasks and responsibilities
Financial organization and bookkeeping
Verify the accounts prepared by the partner with supporting documents and follow up;
Brief and guide the partner's accountant on the program expenditure justification memo;
Participate in designing the accounting and financial reporting matrix for the implementing partners;
Verify payment requests and ensure complete documentation to support payments;
Receive and process all approved reimbursement requests and payment request forms;
Propose solutions for unfulfilled requests for funds;
Support the partner on technical aspects through exchange visits, meetings, training, tools ...
Coordinate the scanning, classification and uploading of all accounting documents;
Perform any other related task.
Financial management and reporting
Check the budgets prepared by the partner and perform the consolidation after consulting Cibe’s program manager;
Monitor the documentation of all funds made available to the partner for the implementation of the program;
Monitor budget execution and analyze variances;
Develop bank reconciliations, financial reconciliation and propose measures on the differences;
Ensure that all validated requests for funds have been executed in accordance with the agreed financial procedures;
Prepare and submit monthly / quarterly reports - ensuring that they are complete, accurate and timely in accordance with the requirements of the donor;
Monitor the cash flow at the partner and representation level to ensure the proper execution of activities.
Support the preparation of the audit process and ensure that the documents to be audited are complete and in place;
Participate in the organization and execution of all audits (internal, external and donor-requested);
Perform regular internal audits of the cash advances made available to the partner;
Propose solutions/measures following the results of the internal audit;
Receive and evaluate the audited financial statements, including the management letter from the partner and ensure compliance with the requirements of CI.be, the partner and the donor;
Follow up on issues raised by auditors in the recommendation letter for the audited program;
Prepare answers to the conclusions and recommendations of the audit;
Submit reports and audited financial statements on time;
Record the audit report on OneDrive as well as its appendices.
• Ensure application of CI.be’s procedures for the purchases made by the partner;
• Make an inventory of the equipment bought by the partner and ensure their proper use;
• Support the program team in the logistics of training workshops and field trips;
• Organize, scan and upload all procurement documentation.
Profile and skills
Degree in Accounting or Business Administration (preferably in combination with ACCA or CPA-accreditation);
Proficiency in accounting software (Winbooks, Navision, Sage…) and Excel;
Proven experience in setting up management systems and in identifying dysfunctions;
Integrity and Ethics;
A team player who knows when to take control and when to delegate;
A clear and focused communicator who knows how to listen and tailor her/his message to the audience;
Minimum 5 years INGO experience in finance.