Finance Officer

Job role of a Finance officer of partner Ngo in Heifer international project

A Finance Officer in a Partner NGO implementing a Heifer International project is mainly responsible for financial management, accounting, compliance, budgeting, reporting, and ensuring that project funds are used properly according to Heifer and donor requirements.

Key Job Responsibilities

Financial Management

• Manage day-to-day project financial transactions.

• Maintain proper books of accounts and financial records.

• Ensure project funds are used only for approved activities and budget heads.

• Monitor cash and bank balances.

• Budget Management

• Prepare and monitor project budgets.

• Compare actual expenditure with the approved budget.

• Identify budget variances and inform the Project Manager/management.

• Support budget revisions when required.

Accounting & Documentation

• Maintain vouchers, bills, receipts, payment records and supporting documents.

• Ensure all transactions are properly authorized and recorded.

• Maintain cash book, bank book, ledgers and other accounting records.

• Conduct regular bank and cash reconciliations.

• Financial Reporting to Heifer International

• Prepare periodic financial reports as required by Heifer International.

• Submit expenditure statements and supporting documents within deadlines.

• Assist in preparing project financial statements and utilization reports.

• Provide clarification regarding financial transactions when requested.

Compliance

• Ensure compliance with the NGO’s financial policies, Heifer International’s project requirements, donor guidelines and applicable statutory requirements.

• Verify that expenditures are within approved budget limits.

• Ensure proper procurement and payment procedures are followed.

• Maintain documents required for audits.

Audit Support

• Coordinate with internal and external auditors.

• Provide vouchers, ledgers, bank statements and other supporting documents.

• Address audit observations and maintain records of corrective actions.

Procurement & Payments

• Check financial documents related to procurement.

• Verify quotations, bills, approvals and supporting documents before payment.

• Process payments to vendors, trainers, staff and other project-related beneficiaries/service providers as per approved procedures.

Staff & Field Finance

• Process staff advances, travel claims and field-level expenses.

• Monitor settlement of advances.

• Check field expenditure reports and supporting documents submitted by project staff.

• Provide financial guidance to field teams.

Project Monitoring

• Track expenditure against project activities and targets.

• Work closely with the Project Manager and program team to ensure activities are financially feasible.

• Highlight financial risks, irregularities or potential overspending.

Internal Control & Transparency

• Maintain proper segregation of duties and financial controls.

• Prevent unauthorized or unsupported expenditure.

• Ensure transparency and accountability in the use of project funds.

• Maintain confidentiality of financial information.

Important Skills

Knowledge of NGO/project accounting

• MS Excel and accounting software

• Budget preparation and monitoring

• Financial reporting

• Bank and cash reconciliation

• Audit and compliance

• Documentation and record keeping

• Knowledge of FCRA, Income Tax, GST and applicable NGO financial requirements

• Good communication with project and field teams

• Ability to work with donor-funded projects