Procurement and Finance Officer

À propos de l'organisation

TERMS OF REFERENCE – Procurement and Finance Officer PARI-TACS Programme

• Duty station : Kinshasa, Democratic Republic of the Congo
• Reporting line : Programme Manager
• Key working relationships : Finance Manager, HQ PFO, provincial Finance and Administration Assistants, programme technical and operations teams

Contexte du poste

1. BACKGROUND PARI-TACS requires dedicated support to manage programme procurement and strengthen financial management, accounting controls and coordination between Kinshasa and the provincial teams.

The role will support procurement for Political Economy Analysis (PEA) studies, additional PEA or related technical assistance as needed, and other goods and services. Its principal day-to-day focus will be ownership of key finance activities, including weekly financial information, reconciliations, transaction review, supporting documentation, follow-up of outstanding items and management of the Kinshasa office petty cash.

2. PURPOSE OF THE ROLE The Procurement and Finance Officer will support PARI-TACS through procurement, accounting and financial control functions. The role combines procurement responsibility with hands-on finance support to the Finance Manager and coordination with provincial Finance and Administration Assistants.

The Officer will take ownership of defined finance activities and ensure records are complete, reconciled, supported and up to date before submission or posting. Responsibilities will be clearly segregated from the Finance Manager’s review and approval functions. In particular, petty cash transactions and reconciliations prepared or managed by the Officer must be independently reviewed and approved.

3. REPORTING AND WORKING RELATIONSHIPS

• Reports to the Programme Manager and works in close collaboration with the Finance Manager.
• Liaises regularly with the HQ PFO and Finance and Administration Assistants in Kasaï, Kongo Central and Équateur.
• Coordinates with technical leads, provincial coordinators and operations staff as required.

Missions principales

4. KEY RESPONSIBILITIES

4.1 PROCUREMENT

• Plan and manage procurement for PEA studies, additional PEA work, technical assistance, consultancy services, equipment, supplies and other programme requirements.
• Prepare requests for quotations and proposals, evaluation documentation, purchase orders and contract-related records.
• Coordinate bid receipt, administrative review and evaluation, ensuring appropriate documentation and approvals.
• Support due diligence, contracting and mobilisation of consultants, firms and service providers.
• Maintain procurement plans, trackers and complete audit-ready files.
• Follow up with consultants, suppliers and service providers on deliverables, invoices and contractual documentation.
• Ensure compliance with Cowater procedures, donor requirements and programme approval thresholds.

4.2 FINANCE AND ACCOUNTING SUPPORT

• Take ownership of agreed routine finance and accounting activities under the supervision of the Finance Manager.
• Gather financial information from Kinshasa and the three provinces weekly, verify completeness and share consolidated information with the PFO and Finance Manager.
• Consolidate weekly and monthly financial information and maintain records of information received, reviewed and outstanding.
• Review submissions and supporting documentation; maintain an outstanding-items tracker and follow up to resolution.
• Conduct regular bank, cash, advance and balance-sheet reconciliations, investigate discrepancies and clear reconciling items promptly.
• Review cash and bank transactions and verify that entries are accurate, authorised and supported before submission or posting.
• Manage the Kinshasa office petty cash in accordance with approved procedures, including custody of funds, maintenance of the petty cash register, verification of supporting documents and preparation of replenishment requests.
• Perform regular petty cash counts and prepare reconciliations for independent review and approval by the Finance Manager or another authorised reviewer.
• Perform pre-submission checks on transaction records, coding and supporting documentation.
• Support budget monitoring, forecasting and expenditure tracking.
• Maintain complete and up-to-date finance records and prepare documentation for audits, spot checks and reviews.
• Maintain agreed segregation of duties with the Finance Manager across transaction preparation, petty cash custody, accounting review, reconciliation, posting and approval. The Officer must not approve or provide the final review of transactions or reconciliations they have prepared or managed.

4.3 PLANNING, DOCUMENTATION AND OPERATIONAL SUPPORT

• Support procurement and financial planning for programme activities, workshops, training, missions and meetings.
• Coordinate procurement of equipment, supplies and services sufficiently in advance.
• Support equipment, inventory and asset records, including assignment, transfer and disposal documentation.
• Update procurement, finance and operations tools, trackers, templates and filing systems.
• Follow up with central and provincial teams on documentation required to complete procurement and finance processes.

4.4 COORDINATION AND COMPLIANCE

• Serve as a coordination point between the Finance Manager, PFO and provincial Finance and Administration Assistants.
• Promote consistent application of accounting controls, procurement requirements and documentation standards.
• Apply agreed segregation of duties with the Finance Manager and ensure independent review of petty cash and other transactions managed by the Officer.
• Identify delays, gaps or compliance risks and escalate them promptly.
• Support implementation of audit, reconciliation, spot-check and compliance recommendations.

5. EXPECTED OUTPUTS

• Procurement processes completed efficiently and with complete records.
• PEA studies and other technical assistance procured and mobilised on time.
• Procurement plan and tracker kept up to date.
• Weekly and monthly financial information gathered, reviewed and shared on schedule.
• Bank, cash, advance and balance sheet reconciliations completed regularly.
• Kinshasa office petty cash securely managed, accurately recorded and regularly reconciled, with independent review and approval.
• Complete, current and audit-ready finance and procurement files.
• Clear segregation of duties maintained between the Officer and Finance Manager.

Profil recherché

6. QUALIFICATIONS AND EXPERIENCE

• University degree in finance, accounting, procurement, business administration, economics or a related field; a professional accounting qualification or progress towards one is an advantage.
• At least five years of relevant experience, including solid hands-on finance or accounting experience.
• Experience with financial reporting, transaction review, bank and cash reconciliations, petty cash management, supporting-document control and audit preparation.
• Experience taking ownership of routine accounting processes and following outstanding items to resolution.
• Experience managing competitive procurement for consultants, firms, goods and services.
• Experience on donor-funded development programmes is strongly preferred.
• Good understanding of accounting controls, segregation of duties, procurement controls and audit-trail requirements.
• High accuracy, integrity, discretion and attention to detail.
• Excellent French; working knowledge of English is an advantage.
• Proficiency in Microsoft Excel, Word and Outlook.

Processus de candidature

7. APPLICATION Interested candidates are invited to submit the following documents:

• A cover letter.
• A detailed CV, including contact details for three professional references.

Complete applications should be sent to info@pari-tacs.com, with the subject line: “Application – Procurement & Finance Officer”.

For further information, please contact: info@pari-tacs.com.

Application deadline: 20 November 2026.

NB: Interviews will be conducted on a rolling basis as applications are received. Candidates are therefore encouraged to apply as early as possible rather than waiting until the deadline.