Finance Officer

The function of the Finance Officer is to ensure the effective and efficient financial operations of the Country Office (CO). The Finance Officer is responsible for preparing monthly expenditure reports for Project Managers, donor financial reports, and checking all accounting reports before uploading/in-putting data in the SAGA financial software. S/he will be responsible for the calculation of national staff severance accruals/ end of service benefits. This position has a primary responsibility of disbursement all payment request by entering all transaction in to the financial software timely and correctly. The incumbent is also responsible for preparation of bank reconciliation statements and cash recap on a monthly basis, follow up for the settlement of project/travel advance with CARE staff and vendor advances with procurement and process for the monthly staff payroll   Responsibility #1: Accounting procedure and Financial Management   Check invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation are attached. Consult with Administration and Procurement staff at all times on completeness of supporting documentation for all payment requests, and take necessary action to expedite settlement of all outstanding invoices or utility bills. Check all payment requests for travel related expenses and advances to staff ensuring that payments are supported by the relevant documentation. Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts. Review and adjust outstanding advances, pre-paid, accruals, for house rentals, office building rental etc. Prepare disbursement vouchers, checks and bank transfer requests and ensure all the supporting documentation is attached and bank account information are correct and updated. Prepare monthly Shared Program Cost allocation (SPC) Responsibility #2: Financial and budgetary Support Help with the preparation of the financial reporting requested by authorities (government, ministries…) and to be validated by the DCD – Program Support Supports with the preparation of support audits or possible inspections Support with the Preparation of monthly budget versus actual (BvA) for applicable fund codes following contractual budget formats. Submit request to CARE France for new fund codes when new grants are signed and inform CARE HQ of grant and contracts amendments. Support with training for non-finance staff in budgeting and financial management. Prepare periodic reports to the donors and partners as required by the contracts meeting all reporting deadlines. Ensure compliance of all donor requirements as per signed contracts when reviewing expenses and preparing financial reports. Review expenditure reports submitted by partners and sub grantees for accuracy and compliance to donor requirements.   Responsibility #3 : Cash Management   Manage the CO cash-flow and ensure that banks and petty cash are well supplied Manage transfers and monitor the security of funds Formulate cash-flow forecasts with the logistics officer and the program managers Validate all disbursements and commitments of expenditure, in compliance with CIL’s procedures Prepare the monthly closing, review and integration of the accounting for his/her base Verify the accounting files before they are checked by the Finance Manager Upon close of fiscal month, prepare bank reconciliation reports for all CO’s bank accounts. Resolve all outstanding issues resulting from the reconciliation. Review the cashbook balances after each payment run to ensure checks processed hit the right cashbook. Also ensure that CO cash budget is prepared in a timely manner to facilitate the immediate replenishment of funds to meet operations. Write all checks and wire transfers (both local and international) for approval by authorized signatories. Receive monthly bank statement from all banks and prepare monthly bank reconciliation and cash recap every month.   Responsibility #4: Accounting Management Manage the monthly closing (descriptions, accounting codes, financial lines, lettering, monthly exchange rate), review and integration of the accounting of the different bases for the mission Manage the verification of the accounting files before they are sent to the Senior Finance Officer Control of the enforcement of cash payments rules and of good registration of the transactions in SAGA Manage the physical check of the invoices and cash inventories Manage the control of the vouchers and other back up documents  Competencies Excellence Integrity Respect Diversity Pro-Active Problem Solving Stress Tolerance Customer Focus Strong accounting and finance knowledge Analytical skills, Attention to detail, ability to work effectively under time pressure Team player, and proactive individual with ability to offer structured guidance, Ability to ensure set an follow  priorities Proven experience of training of non-finance staff, Proficiency in Excel and financial software packages.