DEPARTMENT: Finance
ACCOUNTABLE TO: Senior Finance Officer
STAFF DIRECTLY SUPERVISED: None
RELATIONSHIPS INTERNALLY: PDs, SD, Line Managers, All Finance Team, and Programme Managers.
TRAVEL 20%
Ensure all financial documents are properly kept and provide assistance to both head office and field office finance officers and cashiers in maintaining cashbooks and fuel coupons. Record and update all bank related transactions in the bankbooks and prepare bank reconciliations on a monthly basis. Monitor expatriates personal account balance. Handle all bank correspondences on behalf of Concern. Participate on the reviewing of monthly staff Payroll and maintain staff payroll and related transactions and liabilities.
MAIN DUTIES AND RESPONSIBILITIES
Cash Management Responsibility
Ø Work with the Roving Senior Finance officer in ensuring timely submission and review of field office Cash and Bank books including reconciliations as per the deadline set.
Ø Follow up with project offices for collecting monthly cash forecasts and assist in consolidating these forecasts, including HO for submission to HQ, and prepare cash transfer letters to field offices after receipt of cash from HQ. Send confirmation to Dublin as soon as of receipt of funds is confirmed by the local bank.
Ø Upon receipt of field offices’ payment requests and after review by the respective finance team, facilitate payments by head office to vendors, if required.
Ø Collect and consolidate monthly international staff in-country salary request for review by the CFC and send to Dublin.
Ø Follow up all Head Office bank account cash movement during the month and inform the CFC if there is unexpected income or unplanned cash requests so as to maintain the minimum balance always.
Ø Liaise with banks to follow up on transfers, to collect advices and other banking correspondence.
Ø Ensure all outstanding Cheques are cleared within three months and inform the CFC/RSFO if there is long outstanding cheques more than four months to take an action.
Month-end and Routine Accounting Systems and Processes
Ø Assist the Roving Senior finance officer to update Balance Sheet schedules for field offices on a monthly basis in liaison with field and head office finance team.
Ø Review field monthly cash and bank books and reconciliations and make the cashbooks ready for import.
Ø Follow up staff debtor and floats using proper tracking tools and email to the respective staff for liquidations.
Ø Track accruals and creditor schedules and ensure timely settlements and flag overdue accounts to line manager/CFC.
Ø Prepare and reconcile payroll and withholding taxes, pension accounts and ensure timely settlement to the relevant authorities.
Ø Complete bank charges summary and present them for approval before recording.
Ø Maintain schedules for Staffs Cessation Provision account.
Ø Ensure that supporting documents are attached for all monthly journal vouchers.
Ø Ensure month-end box files are complete with necessary documents as per the checklist liaising with necessary finance team.
Cross-over issues
Ø Assist in reviewing local staff payroll after receiving from HR.
Ø Assist Logs team in proving information to update Stock cards and Fixed Asset register.
Ø Actively participate in periodic inventory process and report findings timely.
Ø Maintain Program Related Training Database (PRTD) for each grant and update the tool timely.
Ø Review Contract Databases regularly.
Ø Travel to field offices to assist/train field finance team.
Other:
Ø Follow up on VAT recording and reimbursement of VAT for all USAID grants.
Ø Update bank mandate list and prepare bank signatory request to ChSA and banks.
Ø Assist and Replace HO Cashier whenever necessary and she/he is not on duty.
Ø You may be requested to carry out other exceptional duties where heavy workload arises and/or staff shortages are encountered. Hence, flexibility will be required in performing your day-to-day activity.
Ø Maintain good communications within the team and ensure that all information is shared within the team, and that the Finance Manager is kept informed of progress in meeting deadlines.
Ø Undertake any other responsibility given by the CFC and/or Line Manager.
PERSON SPECIFICATION
Essential:
· Honesty and Integrity
· BA degree in accounting and finance
· At least Three years of experience at finance officer level in an INGO.
· Self-motivated
· Computer literate
· Good communication skills
Desirable:
· Knowledge of USAID rules and regulations, including VAT reimbursement processes.
· Experience of Microsoft Great Plains (MGP) software
Special Skills, Aptitude or Personality Requirements:
Essential:
· Strong leadership skills with sensitivity in dealing with government authorities on critical issues
· Skills in time management and prioritising
· Ability and willingness to work as part of a multi-cultural team
Personal attributes;
· Open thinking with breadth of vision and ability to challenge the status quo.
· Problem solver and ready to develop and train others
· Highly motivated, energetic and enthusiastic
Gender Equity:
• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.
What we Offer:
• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks maternity leave, 18 weeks (unpaid) parental leave
• Opportunities to travel overseas and gain international experience