The Financial Management and Administration advisor will be responsible for implementing project administrative tasks for effective and efficient implementation of the project “Soil Protection and Rehabilitation for Food Security in India (ProSoil)” and will directly report to the Project manager.
The Financial Management and Administration advisor will be responsible for managing the administrative and financial components of the project in accordance with the organizational rules and regulations and requirements of the project goals and activities agreed with the partner, team agreements and/or agreements with the superior, in particular for ensuring:
• Quality administrative processes and timely services for the project and meeting the administrative requirements of the project independently.
• Compliance with financial and administrative regulations in compliance with GIZ’s Processes and Rules (P+R), and management of support and administrative staff at the programme office.
Core Scope of Tasks
1. Administration and Procurement
• Primary responsibility is to execute and manage high value contracts, grants, FAs, and service contracts including Audit for GAs and FAs, in regard of the administrative and financial process.
• Review and ensure that tendering documents for large (Above 20000 Euro Consultancy
contracts, Grants, FAs, and procurement of goods); comply to GIZ’s P+R rules.
• Process and execute the contracts in timely manner.
• Update and manage the relevant hard copies of documents as well as digital filing and
documentation in the GIZ’s online monitoring system – DMS.
• Prepare and share updated information on monthly basis or as requested by the project
managers, for critical management decisions.
• Regular review of invoices, payments and tendering documents to ensure the processes are
compliant to P+R rules and hence audit-proof.
• Facilitate and support external Audit processes of the project and ensure compliance and
actions based on the internal audit processes.
• Facilitate and support external audit process of the GAs and FAs with partners wherever
applicable.
• Ensure closure of the GAs, FAs and large value contracts with appropriate compliance in
accordance to GIZ P+R rules.
2. Coordination
• Ensuring good communication and flow of information within the Programme Office, GIZ India office and head office in Germany.
• Coordinate with the GIZ Country Office as well as Project Steering Unit to ensure timely and quality execution of contracts and activities and processing of invoices and payments in time including financial reporting.
• Establish / improve the administrative system in the project such that it is updated, easily accessible by managers and transparent to entire project team.
• Work closely with related divisions in GIZ e.g., IT, finance, contracts, facilities and others to ensure goods, services and facilities, as required are available to the project.
• Provide orientation to project partners and service providers on GIZ rules and regulations related to provision of goods and services, financial reports, invoicing etc.
• Regularly report to the project managers and provide updates.
• Support the Project Finance Interface with regular updated information on contracting,
invoicing, and expenses for effective financial management of the project.
3. Finance and Accounting
• Helps monitor expenses in accordance with the budget and operational plan of the project.
• Management and monitoring of third party’s invoices and receivable, ensures timely settlement
of the same.
• Responsible for financial management, such as cash withdrawals, keeping the WINPACCS
cashbook, bank accounts, preparing and entering vouchers.
