ESSENTIAL JOB RESPONSIBILITIES

ACCOUNTING

i. Oversight of General Ledger

• Periodic review of QuickBooks transactions against source document to ensure entries have been accurately captured.
• Identifying and correcting errors in postings as and when general ledger reviews are done.

ii. Review of accounting transactions

• Review cashbook to ensure all transactions for the month have been captured.
• Review bank reconciliation statements prepared by Finance Officers and Finance Assistants to ensure completeness and accuracy of all transactions are captured.
• Follow up to ensure all reconciling items are cleared by the 5th day of the following month.
• Review Frequently review the organisation’s online banking transactions and liaise with the Finance Director to ensure that all abnormal transactions committed either internally or by the bank are immediately resolved.
• Review payroll reports, Tiers 1,2 & 3 and PAYE schedules for the month to ensure their completeness and accuracy.
• Ensure all statutory payroll deductions are made by statutory deadlines.
• Ensure pay slips for employees and Key Advisers are issued by the Finance Officer by the 5th day of the following month.
• Thoroughly review payment vouchers prepared by Finance Officers and Assistants to ensure that completeness and accuracy of details are captured and computations made.
• Review all uploaded payment transactions on the banking platform to ensure completeness and accuracy of payments to be made.
• Review accruals and advance schedules prepared by Finance Assistants and Finance Officers to ensure that appropriate basis for accruals have been made and accurate retirement and amortization of advances.
• Review fixed asset register to ensure costs and accumulated depreciation of fixed assets have been completely and accurately captured.
• Review journal vouchers prepared for the posting of non-cash transactions such as depreciation, amortization of pre-payments
and correction of errors to ensure accuracy of details and amounts captured before posting.
• Review and maintain oversight on all accounting and related activities performed by the Finance Officers and Finance Assistants.

FINANCIAL REPORTING

i. Period – end close processes

• Review month-end and year-end closing journals prepared by Finance Officers and Finance Assistants.
• Review General Ledger transactions in QuickBooks to ensure the books are balanced.
• Review General Ledger transactions in QuickBooks to ensure the books are balanced.
• Ensure all approved financial statements are signed.
• Produce monthly expenditure reconciliations of programme spend and, in collaboration with the senior management of the programme, produce and submit monthly financial reports and invoices, as well as maintaining
up to date billing control sheets.
• Prepare donor financial reports and collate supporting documents underpinning financial reports for review by the Finance Director to be submitted before all deadline.

ii. Reporting – other

• Develop new reports in response to business needs.
• Prepare ad-hoc reports upon request by Finance Director and/or Senior Management Team.
• Supervise the preparation of Finance Unit’s quarterly reports for submission.

FINANCIAL MANAGEMENT

i. Development of workplans and budget

• Contribute to the development of workplans and translate workplans to expense lines to develop programme budgets.
• Support the Finance Director in the preparation and coordination of programme budget.
• Support Finance Director in the preparation of the entity’s annual core budget.
• Support Finance Director in the periodic review and forecast of programme and core budget.

ii. Budget Management and Monitoring

• Work with the Finance Director to develop budget monitoring mechanisms for both programme and core budgets.
• Support the Finance Director to monitor the implementation of programme workplans to ensure they align with the budget and provide feedback to Technical Teams.
• Monitor programme expenditure and communicate any potential issues with regards to invoicing, forecasting, disbursement, or accounting any other financial concerns.
• Monitor core budget expenditure and update the Senior Management Team on any potential issues with core budget utilization.
• Organize monthly Programme-Finance Budget Meetings to follow up on spending against component budget and workplans and make revisions as may be required.

FINANCIAL CONTROL & COMPLIANCE

i. Establishment ofsound system of internal control around finance

• Support the Finance Director to establish and operate a sound financial management, accounting and administrative system based on principles of accuracy, timeliness, and transparency.
• Support the Finance Director to develop clear and robust financial policies and procedures to guide financial transactions and minimize the risk of errors and losses.
• Support the Finance Director to coordinate the roll out of new financial policies and/or revisions to existing policies.
• Work with Finance Director to ensure employees and Key Advisers are trained on financial policies and/or updated on revisions made to them.

ii. Compliance with Financial Policies and Fund regulations

• Support the Finance Director to monitor the implementation of financial policies and procedures of the organization to ensure adherence to internal controls.
• Support the Finance Director to work with T-TEL’s Technical Teams to ensure compliance with funder regulations in the implementation of all programme activities.
• Periodically conduct expenditure verification and spot checks on supporting documentation submitted by T-TEL Technical Teams
for the implementation of programme activities.
• Notify the Finance Director on anomalies detected.

AUDIT (Internal & External)

i. Engagement in audit process

• Ensure trial balance is prepared and all associated supporting documents are made available to External Auditors during audit.
• Provide adequate explanations to External Auditors on any issues that may arise on the financial statements during audit.
• Provide all information and supporting documents that will be required by the Internal Auditor during internal audit assignment.

Qualification Required & Experience

• Part Professional qualification in ACCA/ICA/CIMA plus degree in Finance or any related field with a minimum of 8 years’ experience working in audit and finance roles.
• Experience working on ‘donor funded’ projects for non-profit organizations, as well as multinational environments would be an added advantage.
• Experience with financial analysis, financial reporting, cash flow analysis, budget development and forecasting.
• Working knowledge of ERP – Microsoft Dynamics 365 Business Central.
• Strong knowledge in IFRS/IPSAS.
• Strong knowledge in external audit and internal controls.
• Strong knowledge and proficiency in the use of QuickBooks financial software, databases, spreadsheets, including MS Office.
• Excellent interpersonal and communication skills (oral and written communication) including effective English language communications.
• A high level of numeracy.
• Excellent attention to detail.
• Good leadership skills.
• Reliable and a team player.
• Ability to complete complex administrative tasks with minimal supervision.
• Demonstrable ability to deliver to deadlines.
• Pro-active in raising issues with management and resolving identified problems.