The Purpose of the Role
The purpose of the Programme Finance Officer role is to provide financial and administrative support to ensure effective financial management of programmes and projects implemented in the UK. The postholder supports the Programme Finance Manager with budgeting, expenditure monitoring, and financial reporting, as well as performing key transactional tasks such as reviewing and processing invoices, verifying supporting documentation, preparing payment requests, and reconciling project accounts.
The postholder ensures financial accuracy, compliance with donor and organisational policies, and contributes to the timely delivery of high-quality programme financial information.
Scope and Authority
- Acts under the supervision of the Programme Finance Manager and in accordance with organisational financial policies and procedures.
- Authorised to review and verify programme-related financial documents (e.g. invoices, expense claims, timesheets) for accuracy and compliance prior to submission for approval.
- May prepare and process payment requests, journal entries, and financial reconciliations, subject to approval by the Programme Finance Manager.
- Authorised to communicate with internal departments on financial matters within assigned programmes.
- May represent the finance unit in meetings when delegated by the Programme Finance Manager.
Responsibility For Resources
Financial Resources
- Responsible for accurately processing and monitoring programme financial transactions, including reviewing invoices, expense claims, partner financial reports, and payment requests in line with approved budgets and financial policies. Supports the Programme Finance Manager in ensuring effective use of programme funds and adherence to donor and organisational financial requirements.
Information and Data
- Responsible for maintaining accurate, up-to-date financial records, databases, and supporting documentation for all programme activities. Ensures confidentiality and integrity of financial data and compliance with data protection policies.
Human Resources
- Responsible for providing financial guidance, training, and support to programme staff and implementing partners but has no direct line management responsibilities.
Key Working Relationships
- Programme Finance Manager – direct supervisor; receives guidance and provides regular updates on financial matters.
- Programme Managers – collaborates on budget monitoring, expenditure tracking, and financial reporting.
- Programme Team – provides support on expense claims, invoices, client expenses, timesheets, chart of accounts and other responsible tasks.
- Finance Team – works closely on transaction processing, reconciliations, and compliance with organisational financial procedures.
Key Accountabilities
Budgeting and Monitoring (45%)
- Assist in the preparation of budgets
- Processing budgets and reforecasts into the finance system
- Prepare monthly Budget vs Actual reports for programme managers to identify under or overspending
Financial Management and Reporting (25%)
- Ensure accurate recording, monitoring, and reporting of programme finances by maintaining up-to-date and true financial records
- Month-end reconciliations to ensure accuracy within the accounts.
- Journal processing
- Support the Programme Finance Manager in producing timely and compliant financial reports for both internal and donor requirements.
Transactional Processes, Compliance and Training (20%)
- To be a finance super-user to support colleagues in areas such as finance system queries, invoice processing, coding and staff expenses
- Create step-by-step guidance notes
- Lead on finance-related staff training to promote compliance with organisational policies and donor regulations.
General Administrative support (10%)
- Tracking & disseminating client supplies and managing inventory for vouchers, SIM cards, laptops etc.
- Setting up new clients and Community Advisory Board members on Integra with supply chain and processing client reimbursements
- Supporting orders of programme supplies such as client and service provider handbook orders
Person Specification
Skills, Knowledge And Qualifications
- Accounting knowledge
- Excellent written and verbal communication skills
- Ability to use own initiative
- Strong analytical skills and creative problem-solving skills
- Advanced Microsoft Excel skills
- Excellent attention to detail; data driven
- Ability to work both independently and with diverse teams in diverse locations
Experience
- Minimum two years’ experience as a Finance Officer, specifically supporting programmes
- Experience in assisting with the completion of budgeting, reforecasting and reporting
- Experience in processing journals
- Experience working on complex excel spreadsheets
- Experience in collating and analysing data from systems
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