Project Finance Officer (f/m/d)

Overview

Under the guidance of the Head of Finance and in close collaboration with Project Managers, this role supports the financial management of projects across their full lifecycle. Key responsibilities include budgeting, forecasting, and financial planning, supporting Project Managers in monitoring project expenditures and ensuring compliance with donor and organisational requirements, and preparing financial reports and payment requests. The role also involves overseeing project accounting and financial operations within ERP systems, supporting audits and partner financial management, and ensuring adherence to German accounting standards (HGB) and tax regulations.

Your Responsibilities

Budgeting, Forecasting and Financial Planning

• Support budget development during the project proposal phase, ensuring alignment with organisational objectives and donor requirements
• Support Project Managers (PMs) in managing budget monitoring tools, including forecasts and cash flow projections
• Develop budget revisions as required throughout the project lifecycle

Financial Monitoring and Reporting

• Monitor project expenditures against approved budgets, ensuring compliance with internal policies and donor regulations
• Prepare and contribute to financial reports for donors
• Prepare payment requests in line with donor requirements and project cash flow needs
• Support the compilation of internal financial reports for management analysis, including intercompany transactions
• Perform regular budget vs. actual analysis, identifying variances and ensuring corrective actions are implemented in line with funding restrictions
• Coordinate and support expenditure verifications, audits, and financial reviews
• Oversee financial management of partners and sub-grantees, ensuring compliance with agreements and donor rules
• Provide capacity building and financial guidance to partners as needed

Your Responsibilities (continued)

Project Accounting and Financial Operations

• Monitor project expenditures and resource utilisation in the ERP system, working closely with PMs to ensure alignment with approved budgets and funding agreements
• Ensure transactions are efficiently processed and accurately and timely recorded in the system
• Monitor expenditure of assigned projects within the ERP
• Adopt and maintain proper bookkeeping and accounting best practices
• Ensure proper documentation and audit trail for all project-related financial transactions

Compliance, Tax and Financial Governance

• Support compliance with German accounting standards (HGB) and applicable tax regulations
• Contribute to the preparation of financial statements under local accounting regulations
• Liaise proactively with external accountants, tax advisors, and auditors as needed
• Ensure financial procedures align with organisational and funding compliance requirements

Your profile

Essential Criteria

• Education and Experience:
  • Degree in accounting, financial management, or a related discipline
  • Minimum five years of professional experience in a comparable position, ideally within a non-profit organisation

• Specific expertise required:
  • Understanding of tax issues, particularly VAT, German accounting standards (HGB), and regulations applicable to non-profit organisations
  • Experience in accounting for grants from foundations, institutional donors, and/or multilateral organisations

• Core technical skills:
  • Proficiency in using ERP systems
  • Excellent familiarity with Excel

• Languages required:
  • Fluency in English

• Desirable criteria:
  • Experience in non-profit organisations

• Other desirable skills:
  • German language skills
  • Proven ability to work independently and under pressure
  • Very accurate, structured, and reliable work ethic
  • Strong team player with the ability to work and communicate efficiently in an international, diverse environment