Financial Planning and Budget Management
• Support the Project Officer in preparing project budgets, budget revisions, cash flow forecasts, and financial plans.
• Monitor project expenditures against approved budget lines and implementation plans.
• Track budget utilization and identify actual or potential over-expenditure and under-expenditure.
• Provide regular budget updates and expenditure analysis to the Project Officer and organizational management.
• Ensure that expenditures are charged to the correct budget lines and cost categories.
• Support preparation of budget modification requests when required.
Financial Record Management
• Establish and maintain organized financial records for all project transactions.
• Ensure that all financial documentation is properly filed and readily available for review.
• Maintain accurate records of payments, advances, reimbursements, payroll transactions, procurement payments, and other financial activities.
• Ensure that all supporting documentation is complete, properly authorized, and maintained in accordance with organizational and donor requirements.
• Maintain electronic and hard-copy financial records.
Processing of Payments
• Process project-related payments in accordance with approved budgets and organizational procedures.
• Verify payment requests, invoices, contracts, attendance records, and supporting documents prior to payment.
• Ensure timely payment of salaries, consultancy fees, training-related costs, supplier invoices, and other project expenses.
• Verify calculations and payment amounts before processing.
• Ensure that payments are made through approved banking channels and electronic transfer systems.
Payroll Management
• Prepare and process monthly payroll for project staff and facilitators.
• Verify attendance records and supporting documentation before processing salary payments.
• Maintain payroll records and supporting documentation.
• Ensure that salary payments are made in accordance with signed contracts and approved salary scales.
• Coordinate with human resources and project management staff on staffing-related financial matters.
Financial Reporting
• Prepare monthly financial reports and expenditure summaries.
• Prepare financial documentation required for reporting to UNESCO.
• Support preparation of quarterly, interim, and final financial reports.
• Reconcile expenditures against approved budgets and project activities.
• Ensure that financial reports are accurate, complete, and submitted within required deadlines.
• Respond to requests for financial information from project management and UNESCO.
Cash and Bank Management
• Monitor project bank accounts and cash balances.
• Conduct regular bank reconciliations.
• Maintain records of bank transactions and supporting documents.
• Monitor cash flow requirements and inform management of anticipated funding needs.
• Ensure proper management of project advances and liquidations.
Procurement and Financial Compliance
• Work closely with the Project Procurement and Logistics Officer to verify procurement-related expenditures.
• Review procurement documentation prior to payment processing.
• Verify compliance of procurement expenditures with approved procedures and budgets.
• Ensure that procurement payments are supported by complete procurement documentation.
• Participate in financial verification of procurement processes when required.
Financial Monitoring of Project Activities
• Verify financial documentation related to training activities, community meetings, workshops, distributions, monitoring visits, and other project events.
• Review supporting documents related to classroom kits, vocational toolkits, teaching and learning materials, parenting education materials, hygiene kits, and other project supplies.
• Ensure that expenditures are supported by adequate documentation and evidence of implementation.
• Conduct periodic verification of project expenditures and supporting records.
Audit and Financial Review Support
• Prepare financial records and supporting documentation for audits, spot checks, financial reviews, and monitoring missions.
• Support internal and external auditors during audit exercises.
• Respond to audit queries and requests for financial information.
• Follow up on audit recommendations and corrective actions.
• Ensure financial documentation remains complete and audit-ready throughout project implementation.
Asset and Inventory Financial Tracking
• Maintain financial records related to project assets and inventory.
• Support asset verification and inventory reconciliation exercises.
• Ensure proper recording of project assets and equipment.
• Coordinate with procurement and logistics staff regarding asset management and disposal procedures.
Coordination and Support
• Participate in project coordination meetings and planning sessions.
• Provide financial guidance to project staff on budget utilization and financial procedures.
• Support capacity building of project personnel on financial compliance requirements.
• Coordinate with organizational finance departments and project management teams.
• Maintain effective communication with UNESCO on financial matters through appropriate channels.
Compliance and Risk Management
• Ensure compliance with the IPA, approved budget, organizational financial procedures, and UNESCO financial requirements.
• Identify financial risks and immediately inform the Project Officer and management of any concerns.
• Support implementation of internal controls and financial accountability measures.
• Ensure compliance with anti-fraud, anti-corruption, safeguarding, and accountability requirements.
• Report suspected financial irregularities through appropriate organizational mechanisms.
