Oct 23, 2018
Department: Finance Length of contract: 5 years Role type: National Grade: 6 Reporting to: Line manager: State Team Manager Job Purpose
The Finance Officer will provide a cashier function and accounting services of maintaining proper financial records of all transactions in accordance with MC financial procedures to the respective field/state offices.
Scope of Work
The Finance Officer will be responsible for timely posting of all Invoices approved and paid, petty cash management and banking, filing of field office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc.
S/he will also ensure orderliness within the finance department.
The Finance officer will deal with all cash receipts and payments as well as advising the State team Manager and other Technical Officers on the arising financial matters and sharing area of concern with suggested solution.
Key Working Relationships:
The finance officer (FO) will be a staff in the state and will report to the State Team Manager while interacting directly with other staff including the Administrative officer and other technical staff in the field/state office.
S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the Finance Manager.
Key Accountabilities Finance work (40%):
Prepare monthly reports to the State Team Manager as set on monthly finance timetable which comprises the following:
Bank reconciliation statement including copy of bank statement
Aged list of outstanding Advances and Other ledger balances
Fixed asset register update and Spot Check reports
Authorised Petty Cash Count Certificate and reconciliations
Monthly timesheet update
End of Month Checklist
Making Payments of all meetings, workshop and training participants and consultants
Safeguarding the organisation resources by scrutinising all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures
Advising the State Team Manager and Finance Manager on the arising financial matters and sharing areas of concern with suggested solutions
Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs
Suppliers Invoice (25%):
Receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms
Review and post all invoices onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorised personnel
Prepare all payments – cash, cheque, bank transfers and obtain approval from the authorised personnel
Post payments onto PSF general ledger ensuring the accuracy of all the required codes
Operations related work (25%)
Be responsible for issuing travel and activity advances to team Managers, technical officers, consultants and/or any other staff travels, including reconciliation of the same on return
In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team
In -charge of collating timesheets of all field office staff.
Petty Cash (10%):
In charge of keeping the Petty cash impress system and records, making requisitions and issues as approved by the authorised personnel. Take collections after issuing proper receipts and make a deposit of all cash collections in a timely, honest and trust worthy manner
Count Petty Cash on a minimum of a monthly basis with the Finance Manager
Post all petty cash invoices and vouchers into the General Ledger with accurate codes
Qualifications and Experience Essential:
HND or Bachelors in Accounting
Minimum of 3 years’ experience in a finance team, with at least one year in an Accounts Officer position.
Desirable:
Experience in working in INGO an added advantage
Member of Accounting Professional body is an added advantage
Work-based skills and competencies:
Work-based skills and competencies: Essential:
Excellent interpersonal and communications skills
Knowledge of NGO donors and their financial reporting requirements
Excellent computer skills with high proficiency in Microsoft excel
Good analytical and reporting skills
Strong ability to be able to manage and prioritise multiple tasks
Willingness to learn at all times
Desirable:
Working knowledge of accounting software is an added advantage
Trustworthiness, Stress tolerance and operational decision making skills is an added advantage.
Core competencies Delivering results:
LEVEL A – Focuses on delivering contribution to Malaria Consortium and achieving own objectives
Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
Strong self-management of time and effort
Checks own work to ensure quality
Analysis and use of information:
LEVEL B – Uses evidence to support work
Identifies and uses various sources of evidence and feedback to support outputs
Uses evidence to evaluate policies, projects and programmes
Identifies links between events and information identifying trends, issues and risks
Ensures systems are in place to address organisation needs
Interpersonal and communications:
LEVEL B – Fosters two-way communication:
Recalls others’ main points and takes them into account in own communication
Checks own understanding of others’ communication by asking questions
Maintains constructive, open and consistent communication with others
Resolves minor misunderstandings and conflicts effectively
Collaboration and partnering:
LEVEL B – Collaborates effectively across teams:
Proactive in providing and seeking support from expert colleagues
Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution
Proactive in building a rapport with a diverse range of people
Leading and motivating people:
LEVEL A – Open to learning and responds positively to feedback:
Willingness to manage own development and performance
Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
Open to learning new things
Responds positively to feedback from others
Identifies mistakes and takes positive steps to improve
Flexibility/ adaptability:
LEVEL B – Remains professional under external pressure:
Able to adapt to changing situations effortlessly
Remains constructive and positive under stress and able to tolerate difficult situations and environments
Plans, prioritises and performs tasks well under pressure
Learns from own successes / mistakes
Living the values:
LEVEL A – Demonstrates Malaria Consortium values:
Demonstrates integrity, honesty and fairness in dealing with colleagues and stakeholders
Maintains ethical and professional behaviour in line with Malaria Consortium’s values
Treats all people with respect
Strategic planning and thinking and sector awareness:
LEVEL A – Manages own workload effectively:
Plans and manages own workload effectively
Is familiar with Malaria Consortium’s mission and current strategic plan
Understands own contribution to Malaria Consortium’s.
Salary 3,052,350
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