The purpose of this position is to assist in the financial and grants management of various projects ran by the organization.
Key Accountabilities
Process and effect payments.
Review of field expense reports.
Transactions recording, filing and complete documentation of financial documents
Budget preparation and monitoring
Timely financial reporting.
Key Responsibilities
Timely processing of Project payments (invoices, field imp rests, statutory deductions) confirming such payments are; in accordance with the laid down procedures and policies, accurate, complete, adequately supported by all underlying appropriate documents, correctly coded to appropriate expenses and cost centers/project and donor codes and preparation of the payment instrument in line with ACTs Finance policies and procedures.
Ensure that all payments processed as above are dispatched to the respective beneficiaries within one day after payment is processed.
Act as a bank agent ensuring that all bank transactions and correspondence are carried out on timely basis.
Key in data in to the existing SUN templates based on available payment vouchers and other documents for review, approval and posting.
Reconcile all suppliers’ statements on monthly basis ensuring that peculiar transactions are highlighted and dealt with immediately.
Review field expense reports for Accuracy and completeness, forward them for approval of Finance and Administration Director and prepare respective Journals.
Review the General ledger in the accounting system ensuring completeness and accuracy and propose correcting entries for the approval of the Finance and Administration Director.
Monitor the bank & petty cash balances to ensure that there are sufficient funds to run the organization.
Maintain an up to date financial and accounting records both in soft and hard copy and constantly monitor systems to record and reconcile expenditures, balances, payments, statements and other day-to-day financial transactions.
Prepare monthly Bank & petty cash reconciliations and forward them for necessary approvals as per ACTs Finance policies.
Prepare monthly updated financial reports for review by the Finance and Administration Director and the Project Manager.
Assist the Director of Finance in enforcing the Organization’s internal control systems.
Assist in the preparation of the annual budget, financial projections for year-end forecasting.
On-job skills transfer to program staff.
Assist in external audit coordination, including preparation and collection of audit information as assigned by the Finance and Administration Director.
Person Specification and competencies
A Bachelor of Commerce degree from a recognized University.
CPA qualification Part II
Proficient in SUN Systems accounting package
An understanding of not for profit accounting and applicable standards
Experience in use of MS office packages or related computer applications particularly use of spreadsheets
A minimum of 3 years experience working in an NGO setting in a similar position.
A person of high integrity
Very good analytical skills and attention for detail
Ability to read, analyze, and interpret complex financial data.
Ability to respond effectively to inquiries or complaints.
Good communication (oral & written) & interpersonal skills;
Good time management & supervisory skills.
Ability to multi task and perform under pressure
High sense of confidentiality, initiative and good judgment
High Level of integrity
Able to enforce internal controls
