A Finance Officer is responsible for maintaining sound financial and accounting systems and controls for the Country office. The role entails performing day to day finance and accounting tasks including, reviewing and processing payments, filing and document retrieval, providing all transactional financial services, including but not limited to pipeline analysis, preparation of financial reports, payroll, reconciliations, accounts payable and receivable.Â
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
â¢ Work on daily program-wide finance and accounting functions including timely recording of transactions, cash management, banking, payroll, inventory, receivables and payables.Â
â¢ Implement financial policies to guarantee operational efficiency
â¢ Implement systems for financial operations in the country office and in area program offices in accordance with the International Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, grant management and compliance.Â
â¢ Contribute to the continuous improvement of financial/ accounting systems, transactional processing, procedures and processes
â¢ Process incoming invoices and vouchers, ensuring that these are properly approved, stamped and coded, after being submitted to the Finance Department.
â¢ Review Purchase Requisitions âs and procurements steps (offers, bid summary, Purchase Orders) and collects necessary signatures. Review applicable agreements backup documentation and ensure that necessary signatures are obtainedÂ
â¢ Ensure that transactions are complete, accurate and within the timeframe set.
â¢ Review estimated expenses prepared by the program team and make sure all needed supporting documentation is provided. Consolidate and provide input to monthly pipelines and ensure balances and allocations are realistic and are matching the accounting records.Â
â¢ Follows up on TM1 system entries on a monthly basis in collaboration with program team, makes sure budgets and budget amendments are duly entered and available in the system. Ensure that Variance analysis is reviewed, correct and updated and that monthly pipeline reports are completed and submitted to HQ timely.Â
â¢ Assist in preparation and planning of budgets and budget amendments.Â
â¢ Work on preparation of various supporting audit schedules to facilitate annual audit. Provide support for annual audit and designated project audits. Implement audit recommendations and work on resolving audit findings, as applicable
â¢ Prepare internal and external financial reports, ensure that reports are reconciled with accounting records and in line with internal and external policies and rules. This includes, but is not limited to: donor financial reports, applicable reports for the submission to government bodies, internal IMC schedules and reports.Â
â¢ Work on preparation of weekly and monthly cash flow. Plans and requests cash disbursements.
â¢ Provide support in recording employee salaries and taxes and other tax reporting.
â¢ Responsible for VAT claims.
â¢ Works on in the month closure on a monthly basis, and fiscal year closure in coordination with the finance team.
â¢ Updates and reconciles analysis of Accounts Receivables and Accounts Payables on a monthly basis. Keeps track on all Accounts Receivable and Accounts Payable balances, address all necessary adjustments with the supervisor before month close end.
â¢ Works with the team on the accounting entries into Costpoint-Deltek. Ensures there is proper supporting documentation for all payments and other accounting entries. Preparee Monthly Cash on Hand and Bank Reconciliations, and Cash/Bank transaction journals (CTJ/BTJ) in addition to the Average Exchange Rate Calculation
â¢ Assists senior finance staff in the preparation of monthly financial reports, and respond to any other finance related task requested by country office and/or HQ offices e.g. International Finance.
â¢ Ensures stored finance files are listed physically and electronically and are kept up to date.
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corpsâ and donor compliance and ethics standards and adheres to those standards.
If this is a supervisory position, one must set an example of ethical behavior through oneâs own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corpsâ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
â¢ Typically, a 4-year University Degree in Accounting, Finance or Business Administration. Equivalent combination of relevant education and experience may be substituted as appropriate;
â¢ Typically, 3+ years of relevant and progressive experience working in finance/accounting
â¢ Knowledge of varied donor financial regulations such as USAID, DFID, ECHO, UN donors is preferred
â¢ Knowledge of accounting principles
â¢ Demonstrated understanding of and experience using accountability and accounting practices;
â¢ Experience in working with computerized accounting systems, experience with ERP systems preferred;
â¢ Experience working with INGOs preferredÂ
â¢ Must be able to carry out responsibilities independently with minimal technical support from within the organization;
â¢ Committed to continuous learning; willingness to keep abreast of new developments.Â
â¢ Excellent communication and customer relations skills.
â¢ Ability to coordinate work with others, work under pressure of tight and conflicting deadlines and handle concurrent activities.
â¢ Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
â¢ Can function effectively in a loosely structured work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements;
â¢ Fluency in English, written and oral is required. Additional ability to read, write and interpret, technical and non-technical in another language may be required according to post position and official country language, such as French and Arabic.
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