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General responsibilities: Reporting to the Accountant and Financial Controller, the Finance & Admin Officer is responsible for the setup and maintenance of the entire accounting system for EU REOPENS project, including reconciliations, payroll, supporting documentation, monthly financial reporting and annual financial reporting to audit level and adherence to and in accordance with donor regulations. The FAO will be based at Head Office and must certify that all monthly, quarterly and annual reports are submitted timely and ensure that all contractual obligations are met related to objectives and outputs of the project. The FAO will be responsible for ensuring project activities are achieved within agreed budgets and according to the NGO’s internal controls, policies, standards and donor regulations. Key Duties Develop and maintain the accounting system for the projects in accordance with the Operational Manual and donor guidelines Provide information necessary for the preparation of monthly, quarterly, annual and other financial statements as necessary; Be responsible for the implementation of accounting registration and control procedures Maintain proper control of the projects accounts. This includes but is not limited to the preparation of payments, adequate bank statements, reconciliations, documentary proof for all disbursements, and relevant documents to apply for the project account replenishment In consultation with the SAT Head Office, prepare the draft annual budget Prepare request for withdrawal of funds and all necessary documentation Prepare on the basis of information transmitted by the different partners, all contracts between the projects and contractors. Verify the accuracy of all financial data with the standard norms and record all transactions in the appropriate file; Review and verify all requests for payments from partners and prepare necessary payments. Provide backstopping and training to partners on financial issues Prepare and maintain all staff contracts and ensure adherence to labour regulations Implement code of conduct for Company staff & provide training Prepare monthly payroll and disperse payments for all staff as well as all taxes and levies. Ensure receipts and payslips are up-to-date and copies are kept in the appropriate files. Handle all labour disputes and HR issues Review and make recommendations for upgrading of the Company’s internal controls and policies in line with donor requirements and international accounting standards. Assist in developing and maintaining the Operational Manual Perform regular internal audits and compliancy checks. Verify the accuracy of all financial data with the standard norms and ensure all transactions are recorded in the appropriate files. Maintain proper control of the projects accounts in line with budgets and cashflows. Assist with logistics, procurement and general administration Carry out any other relevant assignments from the Accountant and Financial Controller.
The Finance Officer is primarily responsible for overseeing the Organization’s financial management.
Oversee budget analysis with recommendations from Project Directors.
Review activity expenditure reports against approved budgets;
Preparation of monthly reports ensuring availability of resources or in support of project activities;
Cash management of organisation funds in receipting; banking and disbursement of funds;
Prepare and participate in donor compliance checks, reviews and audits;
Oversee management of donor grants and contracts.
Ensure the authenticity of receipts;
Review project and staff travel advance payment requests to ensure sound financial management and adherence to the NGO'S finance policies and procedures;
Ensure that cash is kept safe at all times and maintain a cash journal and petty cash account;
Involved in asset count, periodic asset counts and reconciliations with the Administrator.
Develop monthly financial statements that include cash flow and balance sheets;
Work closely with RSC Accountants on grant management issues.
Motivated to work responsibly with little supervision;
Demonstrate la high degree of honesty and integrity;
Ability to manage confidential information;
Ability and willingness to work as a part of a multi-disciplinary team;
Ability to foster and maintain a spirit of unity, teamwork, and cooperation.
Constant face-to-face, telephone and electronic communication with colleagues;
Ability to establish priorities; achieve deadlines and make sound judgements;
Proven leadership and accounting skills.