Country Finance Officer job at mothers2mothers | Apply Now

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 audits

• Ensure that all areas ear-marked for improvements are recorded and recommendations adopted

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 budgets

• Prepare donor financial reports

• Regularly 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 Coordinators

• Ensure Financial expenditures are in compliance with approved budgets

• Ensure source documents are supported with credible and approved documentations

• Ensure donor funds are spent with agreed time periods

• Preparation of monthly cash requests for submission to Head Office Finance.

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 monthly

• Petty cash reconciliations and outstanding items investigated monthly.

• Track expenditure according to donor

• Ensure posting in system support donor specific activity reporting

• Balance 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.

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 transactions

• Preparation of monthly reports for submission to Head Office Finance.

• Check and sign all Payment vouchers.

• Run the creditor report at month-end.

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.

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.