Job Description
Job Purpose
The Country Finance Officer will be responsible / overseeing accounting functions, managing and administering recording and reconciliation of all financial transactional data, payments, staff and vendor account reconciliations, month-end and year-end close.
With support from the Finance Business Partner, the Country Finance Officer will support donor reporting and lead Programme review of donor budgets and reports.
Key Performance Areas :
1.FINANCIAL AND ACCOUNTING OPERATIONS (20%)
Accounting system
- Petty cash JV approval and recon (Business Central)
- Business Central system approval of Purchase Orders, invoices and cash book JV
- Preparation of Journals i.e. payroll journal, medical, pension, insurance and any other journals as required for loading and approval in Business Central
- General journal preparation
- Payroll journal preparation and capturing for online bank loading
- Reviewing payroll as well as providing information to feed in CSS (where necessary)
Audits
Ensure audits are completed and are reported on time.Resolve audit queries from previous year’s auditsEnsure that all areas ear-marked for improvements are recorded and recommendations adopted2. BUDGET PREPARATION AND EXPENDITURE FORECASTING AND MANAGEMENT (10%)
Accurately and efficiently collation and analysis of revenue and expenditure projections
Provide support to the preparation of budgets as per donor requirements.Checking of cash and other resource disbursements before approval by Country Representative.Checking of expenditure documentation after projects operations to ensure compliance with initial cash requests and declarations.Provide feedback on revelations and expenditure malpractices for fraud and error-prone areas.Budgets and Expenditure Monitoring
Prepare and maintain country office annual budgetsPrepare donor financial reportsRegularly forecast cash flow based on the work plan by the program team, making sure all departments have enough to pay for their activities.Prepare and upload all project budgets on m2m’s budgeting and forecasting tool and continuously update the country operational budget.Provide financial management support, advice and assistance to the Country Representative and Project CoordinatorsEnsure Financial expenditures are in compliance with approved budgetsEnsure source documents are supported with credible and approved documentationsEnsure donor funds are spent with agreed time periodsPreparation of monthly cash requests for submission to Head Office Finance.3. ACCOUNTING MANAGEMENT AND FINANCIAL INTEGRITY (15%)
Timely and accurate reconciliations submitted as per month-end close out procedures.
Bank reconciliations completed and approved, and outstanding items investigated monthly.Vendor reconciliations ensuring that all transactions are properly captured approved and verified prior to payment to vendors and that they are properly coded and funded.Staff account reconciliation and outstanding items investigated monthlyPetty cash reconciliations and outstanding items investigated monthly.Track expenditure according to donor
Ensure posting in system support donor specific activity reportingBalance Sheet reconciliations and VIP / GL Reconciliations
Ensure all balance sheet ledger accounts are reconciled and approved by Head Office Finance.Ensure that all vendor and staff accounts are reconciled on monthly basis and that all outstanding items are explained.Pension reconciled with Old Mutual bi annually and staff account updated.Prepare the Payroll VIP / GL Reconciliations for submission to Head Office Finance for approval.4. MANAGE FINANCIAL MONTH-END AND YEAR END CLOSEOUT (25%)
Monthly Balance sheet management (Vendor Reconciliations, Control Account Recons, Bank reconciliations).Ensure all errors are resolved in the following month and reported and that ensure all matters that are inconsistent with m2m cash management are explored.Monthly entries into Business Centralr by checking for timeliness and correctness of transactionsPreparation of monthly reports for submission to Head Office Finance.Check and sign all Payment vouchers.Run the creditor report at month-end.5. MANAGEMENT OF COUNTRY FINANCE SUPPORT STAFF 10%
Administrative / supervision support to Logistics.Supervision of the Country Finance Assistant and Finance Intern.Provide personal or career development support and training to the Finance team subordinates, as required.Provide Finance Review for admin event forms as well as programs event forms.Conducting financial orientations for new staff.6. ADMINISTRATION (20%)
Transport management.Stores management.Reviewing and providing approval for travel arrangements for staff.Preparation of agreements between m2m suppliers and service providers for HO’s approval.Managing procurements i.e reviewing quotations, bid analysis and IPC minutes.Ensure that the procurement process is followed.Managing assets i.e. ensuring these are recorded in the register as well as in the system, ensure maintenance of the assets.Co-ordinating maintenance of office premises i.e. fumigation, plumbing and electricity repairs.Ensure that office utilities are paid.Working on asset insurance schedules for submission to m2m insurer.Supervising admin staff i.e. Drivers and Office Assistant.