Finance Officer

The Finance Officer will be responsible for maintaining daily cashbook updates, verifying payments, and acting as a liaison between the bank and suppliers during payment collection, as well as between suppliers and the finance team for cash collection and archiving. The role also involves monitoring all expenditures and ensuring full compliance with MAG’s financial procedures and policies, as well as donor requirements.

Principal Responsibilities

1. Verify payment vouchers and prepare check/ cash letter and transfer.
2. Ensure that all books of accounts in cashbook are up to date and that supporting documentation for all financial transactions follow MAG financial procedure and systematic order and in safe and secure conditions
3. Perform daily bank reconciliation activities, ensuring alignment between the cashbook and bank statement.
4. Send and track payment requests via HQ bank accounts that are necessary for the programme. (Non- Cash Transfer) and prepare a tracker to monitor these payments
5. Send telegraphic transfer to Audi Bank team and reconcile the monthly report of all TT transactions, aaddressing any issues or inquiries raised by the bank’s compliance department.
6. Follow up with supplier for collection of payments and receipts.
7. Assist in verifying payroll upon request in terms of teams grants allocation.
8. Assist the Finance Manager in consolidating the monthly Forecasted payment by all departments for the funds request and cashflow from HQ
9. Assist the Finance Manager in preparing staff costs, office running costs on developed trackers as requested and for forecast use.
10. Prepare the per-diem payments for operations and support staff.
11. Updating and monitoring all construction tracker of WAM payments.
12. Allocating advance accounts in PSF with all relevant documents
13. Reviewing and paying medical expenses claims and updating the tracker
14. Liaising with the HR service provider on clearing legal payments, monthly bank charges, warning fees and other relevant payments.
15. Verify quotations received by suppliers and reporting any inconsistencies in coordination with logistics and procurement team
16. Maintain a proper filing system for the accountancy on monthly basis and archiving on monthly basis.
17. Assist the Finance Manager and Finance Coordinator in the monthly accounting closing process.
18. Make sure all “month end” folders (monthly accountancy) and “year-end” folders (yearly accountancy) are updated on UK server as per the due dates set by HQ.
19. Prepare all running costs documents as requested during the audit and ensure that they are compliant with all MAG and donor financial procedures for internal and external audits.
20. Assist the Finance Manager in the preparation of the annual donor tax report.

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GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.