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Core tasks:

• Oversee the financial systems and operations of the organization and ensure timely and accurate financial reports and practices including cash management, payroll, financial disbursements, ledgers and reconciliations.

• Responsible for financial information and maintaining all financial records for projects and for the organization as per CEFROHT and donor requirements; and maintaining donor agreements.

• Manage financial controls, prepare and analyze budgets, develop financial reports, and make recommendations to the organization on budget expenditures.

• Obtain approvals from the Executive Director and from the donors on all procurements and guide other implementing staff purchases for the projects and for the organization.

• Monitor the expenditures to ensure value for money and that program funds are utilized appropriately by the close of the fiscal year.

• Provide orientation and training to the organization staff on cost-effective management.

• Ensure that all financial reporting is completed on time and submitted to donors.

• Oversee the financial audits of all projects of the organization.

• Provide financial inputs for proposal development, project management, Human Resource

• Management policies, logistics, travel and other areas of administration.

• Review all financial commitments and payments requests to ensure compliance with Plan Policies and procedures.

Specific tasks:

• Process all financial transactions in Quickbooks and or any other accounting system adopted by CEFROHT to enable accurate financial reporting and monitoring.

• Prepare reconciliation of all balance sheet accounts on a monthly basis to ensure exceptions are identified and dealt promptly.

• Prepare financial management reports on a monthly basis and provide information to the management for decision making.

• Perform physical verification of Assets at least once per year to ensure that all assets are accurately recorded.

• Maintain and manage achieving of financial documents to safe guard financial records and audit trails.

• Prepare monthly payroll and all the related statutory returns; compute staff separation

• benefits and ensure and periodic PAYE returns are done to ensure adherence to the approved Plan P & C policies, Employment Law and Tax Laws.

• Review online transactions for changes, accuracy and correct errors.

• File CEFROHT’s annual returns.

• Prepare and up-date cash books, assets register, bank reconciliations and bank statements

• Acknowledge receipt of receivables or incomes from donors and local contributions and deposit all to bank accounts.

• Prepare source documents and electronic data to support both internal and external audit.

• Create controls and processes, aligned to the finance department and CEFROHT’s policies

• and guidelines, to ensure legality and quality of all transactions and such that they are approved in line with donor and CEFROHT policies

• Prepare and review monthly transactions listing for completeness and assurance and post required adjustments in a timely fashion.

• Reconcile all project balance sheet accounts every month

• Prepare and review monthly reserves statement for each project, and review for exceptions.

• Resolve and clear any historical outstanding balances

• Ensure all transactions are supported by adequate documentation, approved and that documentation is filed and retained in a suitable way

• Ensure all reversing transactions are adequately cleared on a timely basis

• Ensure CEFROHT’s internal year-end deadlines are met, and transactions are accrued in a timely fashion at this stage if required.

• Ensure that all accruals are reviewed periodically and settled especially before project closure.

• Ensure all aspects of Contract Management System relating to finance are completed and consistent with the finance system.

• As assigned/ required, attend oversight group meetings and raise any financial strategic concerns or risks and discuss financial performance

• Produce financial analysis as required by the project team to assist decision-making

• Produce financial risk-register to be reviewed monthly, and share key concerns with project teams as appropriate, working with them to develop mitigation.

• Design, calculate and record any regular key performance indicators (KPIs) for the project(s), providing narrative explanations for variances versus expectations where appropriate respond to donor questions regarding financials at any time and as required.

• Work with SMT finance staff to ensure banking arrangements are set up to meet donor requirements.

• Forecast required cash flow for the project and work with SMT to avoid any cash shortages or surpluses within the project(s)

• Manage day to day to finances, including processing invoices, expenditures etc in collaboration with finance & procurement departments.

• Work closely with others in the Finance and Operation’s department to contribute to CEFROHT’s systems, processes, guidelines.

• Liaise with internal and external auditors to manage audits, meet all requirements and complete any audit recommendations, coordinating other staff at all stages

• Share Project Management best practices and tools.

• Work with Project teams to ensure 100% recovery of own costs, and full utilisation of time across multiple projects

• Undertake projects or any other work relevant to the grade and functional specialty as directed by line managers.

• Provide quarterly updates on progress against objectives for review and discussion with

• immediate supervisor, the frequency of which may be reduced as deemed appropriate by immediate supervisor

  
  

Key Performance Indicators

To facilitate tracking of the job holder’s performance during the year, the following performance indicators have been identified and agreed upon:

• Running or functional accounting package for the organization.

• Filed financial source documents with full accountabilities

• Prepared monthly, quarterly and annual financial reports

• Prepared financial statements of CEFROHT

• Reconciled project budgets

• Evidence of bank reconciliations and bank statements

• Up-dated cash book and assets register.

• Evidence of filed annual returns and payment of statutory deductions

• Plan of activities on building staff’s capacity in financial management.

• Evidence of internal and external audit reports