The Role
The Senior Finance and Administration Officer will ensure efficient financial management, administrative support, and compliance with donor and CARE's policies for the project. The role supports accurate budgeting, reporting, project administration and logistics and partner financial oversight to ensure transparency, accountability, and effective delivery of project activities.
This position is critical as the project includes multi-partner implementation, financial support to implementing partners and other stakeholders and strict donor and CARE's compliance requirements.
Financial Management
- Maintain accurate and up-to-date financial records for project activities.
- Support project budgeting, budget monitoring, and forecasting.
- Prepare monthly, quarterly, and annual financial reports in compliance with EU requirements.
- Monitor budget utilization and flag variances to the Project Manager.
- Ensure proper allocation of costs across project activities and partners.
- Support audits (internal, external, donor) and ensure timely resolution of findings.
- Ensure all expenditures comply with donor rules, contracts, and organizational policies.
- Ensure all project expenses are recorded by month end as per CARE's financial guidelines.
Grant and Partner Financial Oversight
- Oversee financial planning and budgeting to ensure resources are aligned with all project activities and expected outputs across the project objectives.
- Monitor expenditure against activity budgets (training, advocacy, capacity building, media, etc.) and ensure cost efficiency.
- Ensure timely disbursement and tracking of funds for partners implementing project activities.
- Review and validate partner financial reports to ensure compliance with agreed activities and output delivery.
- Support financial management of key capacity-building activities, including training in finance and admin system and processes.
- Maintain accurate financial records linked to outputs such as workshops, advocacy tools, policy briefs, and learning platform activities.
- Ensure compliance with CARE's policies and EU donor financial rules, especially for multi-partner implementation and third-party funding mechanisms.
- Provide financial analysis and variance reports to inform adaptive management and achievement of outputs.
- Support audits and ensure financial documentation is aligned with activity implementation and reported outputs.
- Strengthen partners' financial systems and accountability to support sustainable delivery of outputs and long-term CSO capacity.
Project Administration and Logistical Support
- Support organization of training, workshops, and events (travel, venue, logistics).
- Plan and coordinate logistics for project activities, including training, workshops, meetings, and field visits.
- Organize venues, travel, accommodation, catering, and equipment for project events.
- Provide on-site logistical support to ensure smooth execution of events and activities.
- Arrange travel and itineraries for staff, partners, and consultants, including advances and liquidations.
- In liaison with Program Support unit's (PSU) procurement team, support in procurement of project materials.
- Maintain accurate project records including attendance sheets, travel documents.
- Coordinate with project teams, partners, and service providers on logistical arrangements.
- Ensure all administrative and logistical processes comply with donor and CARE's policies.
Compliance and Internal Controls
- Ensure full compliance with EU donor regulations, grant contract conditions, and CARE'S financial policies across all project activities and partners.
- Verify that all expenditures are eligible, properly authorized, supported with complete documentation, and aligned with approved project activities and budgets.
- Monitor and enforce financial compliance of partners including review of financial reports, supporting documents, and use of funds.
- Ensure proper management and oversight of Financial Support to Third Parties (FSTP), including disbursements, reporting, and compliance tracking.
- Conduct regular financial checks, spot audits, and reconciliations to detect errors, fraud risks, or early non-compliance.
- Support implementation of anti-fraud, safeguarding, and accountability mechanisms, including reporting and follow-up on irregularities.
- Ensure all financial and administrative records are accurately maintained, securely stored, and audit-ready for internal and external audits.
- Provide compliance guidance and capacity strengthening to partners and project staff, ensuring consistent application of financial controls and donor requirements.
Other Responsibilities
- Provide support and back up for other projects and country office finance team members when the need is required.
Selection Criteria
- Minimum bachelor's degree in finance, Accounting, Business Administration, or related field.
- 3 years or more of professional experience in the relevant area, including but not limited to financial accounting, monitoring and reporting, budget planning, processing of transactions, use of financial management systems, audit.
- Proven experience in handling projects, finance and administration management and multi-partner projects.
- Demonstrated analytical and organizational skills, ability to identify issues and formulate options/recommendations.
- Demonstrated strong problem solving, planning, analytical and influencing skills.
- Excellent written and verbal skills in Tetum and good English skills.
- Proficiency in accounting software.
- Strong attention to detail and accuracy, ability to manage multiple tasks and deadlines.
- Good communication and coordination and stakeholder skills.
How to Apply
Interested applicants should send a CV (no longer than four pages) and cover letter via email to [email protected] before 17:00 local time on 26 May 2026. Only successful candidates will be contacted for the interview.
Note: This position is contracted in Timor-Leste, and in return for your commitment you will benefit from ongoing professional development within an innovative and forward-thinking environment, plus a comprehensive national staff benefits package. CARE is an equal opportunity employer committed to a diverse workplace. Women and People with a Disability are strongly encouraged to apply. CARE in Timor-Leste has zero-tolerance for sexual harassment, sexual exploitation, and sexual abuse, as well as all forms of harm to children.
