Financial Controller

VACANCY TITLE: Financial Controller

LOCATION: Rotterdam, the Netherlands

TERM: Initial contract duration 1 year with possibility of extension

INTENSITY: 40 hours per week, 5 days per week

ANTICIPATED START DATE: As soon as possible

APPLICATION DEADLINE: 30th August 2024

SALARY INDICATION: 60.000 – 80.000 gross yearly

ABOUT GCA
The Global Center on Adaptation (GCA) is an international organization that works as a solutions broker to catalyze action and support for adaptation solutions, from the international to the local, in partnership with the public and private sector, to ensure we learn from each other and work together for a climate resilient future. Adapting to impacts of climate change provides a “win-win” for health, livelihoods, food security, water supply, human security, and economic growth.

ABOUT THE ROLE

Overview

GCA’s Finance team is responsible for the delivery of the organisation’s financial objectives and is expected to contribute to the financial culture, strategy and development of the organisation. Reporting to the Finance Manager, you will support in the management of the organization’s statutory accounts and the processes, policies and procedures that underpin GCA’s financial control framework; and take a lead role in ongoing financial improvement work, bringing professional financial management to the financial accounts team and the wider organisation.

The Financial Controller is responsible for the maintenance of business processes and controls, expenditure and balance sheet transactions. He/she also works with the rest of the Finance Team and other teams to ensure smooth and timely project and statutory audits.

The Financial controller helps to orient both finance and non-finance staff on the implementation and procedural financial compliance. You support the teams in handling financial administration, external reports to institutional donors, accounts management, internal control and partner due-diligence and reporting. You contribute to improving the integrity and reliability of GCA’s financial systems by coordinating financial activities, upholding fiduciary responsibilities, ensuring effective stewardship of donor funds and contributing towards the further development of policies and procedures and orienting and mentoring staff with finance functions.

Areas of responsibility

1. Financial Administration Control
   1. Ensure Quality Control Over Financial Transactions:
      1. Conduct regular quality control checks on financial transactions to ensure accuracy and compliance with organizational policies.
      2. Lead monthly reviews of ledger activities, identifying and rectifying discrepancies.
      3. Perform random checks on sample documents to verify authenticity and accuracy.
      4. Confirm the accuracy of bank and cash reconciliations, ensuring proper recording of all transactions.
      5. Review accounts payable transactions to ensure timely and accurate invoice payments.
      6. Verify payroll transactions for accuracy and compliance with internal policies.
      7. Validate income transactions, ensuring accurate recording and accounting of all receivables.
      8. Reconcile accounts receivable to ensure timely collection and accurate recording of payments.
      9. Oversee the posting of correcting entries in the ledger to maintain accurate financial records..
   2. Oversight and Control of Period Closures:
      1. Manage and oversee period close processes, ensuring accurate recording of financial transactions and reconciliation of all accounts.
      2. Lead the preparation of annual financial statements, coordinating with auditors, and maintaining accurate financial records.
      3. Collaborate with finance team members to resolve issues or discrepancies identified during the closing process.
      4. Prepare and review detailed closing reports and analyses to provide insights into financial performance and areas for improvement.
2. Sub-Grant Partners and Donors:
   1. Support the Sub-Grant Partners Selection and Due-Diligence Processes:
      1. Support in the evaluation and selection of sub-grant partners by reviewing their financial stability, compliance history, and operational capabilities.
      2. Support in the thorough due-diligence assessments of potential partners to ensure alignment with organizational standards and donor requirements.
      3. Collaborate with the team and relevant stakeholders to finalize sub-grant agreements and contracts.
      4. Ensure all necessary documentation is collected and reviewed before finalizing partnerships.
   2. Review and Monitor Contractual Commitments:
      1. Regularly review and monitor the financial aspects of contractual commitments with sub-grant partners to ensure compliance with agreed terms and conditions.
      2. Track and analyze project costs reported by partners to ensure accuracy and adherence to budgetary constraints.
      3. Prepare and process timely and accurate financial reports on project costs for sub-grant partners, ensuring all reporting requirements are met.
      4. Liaise with program teams, project controller and partners to address any issues related to project cost reporting and compliance.
   3. Manage Sub-Grant Partner Reporting:
      1. Oversee the review and processing of all financial reports submitted by sub-grant partners, ensuring they meet organizational and donor standards.
      2. Follow up with sub-grant partners to resolve any discrepancies or issues identified in their reports.
      3. Implement a system for tracking and monitoring the submission of partner reports to ensure timely receipt and review.
      4. Provide guidance and support to sub-grant partners in the preparation and submission of their financial reports, ensuring they understand reporting requirements and deadlines.
      5. Maintain strong relationships with sub-grant partners, ensuring effective communication and resolution of any financial issues that may arise.
      6. Monitor and ensure compliance with donor guidelines, including financial reporting requirements, audit procedures, and contractual obligations.
      7. Conduct financial risk assessments of sub-grant partners to identify potential issues and propose mitigation strategies.
3. Internal, External and Project Audits:
   1. Internal Audits:
      1. Facilitate internal audit activities, ensuring auditors have timely access to all required financial records and documentation.
      2. Prepare necessary documentation and implement recommendations from previous audits to enhance financial controls and compliance.
      3. Maintain and review internal controls to ensure adherence to organizational policies and regulatory requirements.
      4. Collaborate with auditors to identify financial risks and develop mitigation strategies to address any vulnerabilities.
   2. External and Project Donor Audits:
      1. Act as the main liaison with external auditors and project donors, providing necessary documentation and responding to queries promptly.
      2. Act as the main internal coordinator for the delivery and completion of Audit prepared by client (PBC) lists.
      3. Support in the preparation of accurate financial statements and ensure compliance with international accounting standards, legal regulations, and donor requirements.
      4. Address and implement recommendations from external and donor audits to improve financial practices and controls.
      5. Review audit reports, prepare action plans, and present findings to senior management and stakeholders, ensuring effective follow-up on audit outcomes and compliance with donor expectations.
      6. Ensure that all financial documentation related to sub-grants and donor funding is accurately maintained and readily accessible for audits and reviews.
      7. Facilitate the provision of information to external or internal auditors: maintain effective and secure financial records (electronic and paper) and ensure financial data of countries are easily accessible.
4. Project administration
   1. Supports the implementation of the risk management policy, risk management procedures and identifying potential problem areas therein, proposing mitigation actions and preparing risk reports as required;
   2. Maintain a strong system of internal control and continuously improve compliance with policies, procedures, processes and regulations;
   3. Contribute to the development and maintenance of Financial Systems and General Ledger.
   4. Coach and train financial and non-financial staff on financial management and internal control.
   5. Supports and advises the program/project managers in checking and invoicing in relation to reports from consultants, partners and subcontractors. Monitors instalments and balances on project contracts and sub-grants.
   6. Play an active role in the implementation of audit recommendations.

MINIMUM REQUIREMENTS

• Bachelor’s degree in Accounting or Business Administration required, MBA or MSc in Finance preferred.
• A professional qualification such as CA, ACCA or CIMA will be an added advantage.
• At least 10 years of relevant professional experience, with a minimum of 5 years’ experience in financial management in an international organisation or international NGO;
• Relevant experience in developing and implementing policies, procedures, processes, contracts and training;
• Good knowledge of and experience with international donors.
• Experience in supporting and advising a global and multi-cultural team of highly skilled professionals;
• Result-oriented; customer-focused; and practical in your work approach
• Excellent communications and relationship skills
• Good proficiency in Microsoft Office and ERP financial software (UNIT4 BW experience preferred) and contract management systems.

PROFESSIONAL DEVELOPMENT AND BENEFITS

GCA offers a dynamic, high-profile and international working environment in a growing organisation. You will be contributing to our global mission on climate adaptation. Employees at GCA will have the opportunity to strengthen core skills, develop a deeper understanding and expertise in a range of climate adaptation concepts and principles, and build a strong network of experts and leaders.