Regional Ax Officer at Islamic Relief

Reporting To:    Regional Finance Manager

Qualification

 Bachelor’s Degree in Accounting, Finance, or equivalent or Diploma in Accounting or equivalent with at least 5 years field related experience.

Experience: 5 years

DIVISION/PURPOSE:

The IPD Division empowers and builds the capacity of the field offices and partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR and institutional donor agencies. This is achieved through both organizational and individual learning, and through an organization-wide system of development and deployment.

This division inspires IRW colleagues anywhere to contribute to the development, deployment and pro-active monitoring of IR’s organizational strategy, policies, and processes – which are all dynamic, inclusive of IR’s partners, stakeholder focused and regularly reviewed and updated.

In addition, this division maximizes economies of scale by providing analysis and recommendation for implementing value for money, sound internal controls, minimizing risks and best utilization of available resources

The International Finance and Support Services department within the International Programme Division (IPD) provides accurate and punctual financial management, HR services, procurement and logistics, reports and forecasts, organization’s income, and expenditure.

 

The International Finance provides accurate and punctual financial management, reports and forecasts on the organization’s income and expenditure. It empowers and builds the capacity of the field offices and Partners to manage funds effectively and efficiently, meeting international standards and the standards of the IR donor agencies. This is achieved through both organizational and individual learning, and through an organization-wide system of development and deployment.

 

The ICT-related services, AX Deployment and support ensure that the development, utilization and maintenance of information systems help the organization reach current and future strategic objectives.

 

DEPARTMENT/PURPOSE:

1. To contribute to the poverty alleviation in East Africa Region and
2. To strengthen IR East Africa Region office through the provision of technical and managerial support.

JOB PURPOSE:

To contribute to the effective implementation, deployment, support, monitoring, and improvement to ERP (AX) systems

Structure of Department

KEY WORKING RELATIONSHIPS

• Regular liaison and engagement with Regional Finance team, Country AX Users, staff, managers and country directors in the regions and partners in the deployment, development, and enhancement of ERP systems in line with stakeholder requirements and meeting statutory compliance.

SCOPE AND LIMITS OF AUTHORITY

Scope of the Role:

Reporting to the Regional Finance Manager and has responsibility and autonomy to plan and manage their work in accordance with agreed plans and objectives.

The Regional AX Support has support responsibility to ensure ERP (AX) systems are used correctly and fully functioning in field operations, Design atlas reporting, support in financial function and analysis; this may involve travel and work to field office locations that may include living in basic conditions.

Responsibility for Resources:

No responsibility for resources.

KEY ACCOUNTABILITIES

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.

To support the Region with development, implementation, and maintenance of organization’s ERP systems by:

1. Undertaking general systems administrative functions in the region such as setting up new users, creating new user groups, setting the record level security, and assigning users to the right user group or removal or users.
2. b.      Coordinate system support tasks of respective countries at regional level based on the expected service level and escalate support requests to IRW Global Support team if necessary and when required.
3. c.       Ensure that all AX Champions, users, and ICT Support Staff in every IR country in the region are fully trained, design and update training material and competent and able to provide user support online as well as locally at the required service level.
4. d.      Supporting the AX users with report generation and general user queries. Responsible for development of frequently asked question and solutions for common and recurring issues.
5. e.       Perform systems monitoring of regional countries AX companies regularly such identify any irregularities if any in consultation with international accounts supervisor, RFM, RFCs or SFIM from database log, open journals and other source documents, pending workflows and clearing outstanding items during month end.
6. f.        Participate in systems testing of customization, development and AX and Atlas reports. Provide support functionalities in system, project creation, budget upload and others.
7. g.      Providing project support role in ensuring that project documentation, records, data gathering and maintaining the project extranet site is effective, efficient, and timely.
8. h.      Coordinating and providing technical and functional support to regional finance team in provision of financial analysis, reconciliations, provision of reports etc.
9. i.        Working together with Regional Finance Teams to identify issues and develop action plans to address issues and identify resource requirements
10. j.        When requested, provide support to the ERP (AX) Systems team in deployment of the system to all IR entities globally including new company setup and configuration, user training and support and month end close. This may involve travelling to other countries outside the region. 

 To support the department and its wider stakeholders

1.  
2. To ensure and proactively promote and foster a culture in which Islamic principles, values and approaches which are adopted by Islamic Relief are consistently respected, applied, and complied with in the delivery of the unit objectives and in the conduct of its employees.
3. To ensure and proactively support and coach colleagues to be sensitive to relevant Islamic values and principles in the delivery of Organizational Objectives
4. To comply with IRW’s policies and procedures in undertaking the above roles and responsibilities.
5. To undertake any other reasonable duties that are consistent with the job and at its level of responsibility as and when required by the Finance Systems Manager.

PERSON SPECIFICATION

It is essential that the post holder shows a good understanding and empathy with the Islamic values and principles as well as commitment to IRW’s vision and mission. This section should detail the requirements of the role in the following sections:

Knowledge, Skills, and Qualifications

1. Bachelor’s Degree in Accounting, Finance, or equivalent
2. Or  Diploma in Accounting or equivalent in lieu of 5 years field related experience.
3. A working knowledge of ERP and AX systems requirements and AX technical systems support.
4. Excellent skills in Excel especially data analysis to produce meaningful reports to users
5. Able to identify problems and propose solutions
6. Excellent verbal, written and presentation skills
7. Excellent analytical and numeracy skills
8. Experience of linkages between organizational, operational and processes.
9. Excellent interpersonal skills with the ability to work as part of the AX Systems team and communicate effectively with other departments and overseas offices.

Experience

1. Strong background in User Support and customer service
2. At least 5 years’ experience of working in ERP and in systems administration
3. Strong background in AX processes and internal controls
4. Experience of helping to improve systems, processes, and procedures
5. Working autonomously and independently
6. Experience of dealing with employee/field office enquires

Personal Qualities

1. High degree of accuracy and attention to detail, with a commitment to the production of work of a consistently high standard
2. Strong time management skills, adept at working calmly under pressure to meet deadlines
3. Self-motivated; flexible and enthusiastic approach to work
4. Innovative and able to use IT to develop new, more effective ways of working
5. Excellent communication and interpersonal skills
6. Excellent team player abilities
7. Demonstrable ability of managing and priorities a high workload and multiple tasks in a fast-paced environment with tight deadlines.
8. Ability to establish effective working relationships at all levels internally.
9. Able to travel regularly and at short notice.
10. Able to work in stressful environments and basic living conditions.