Finance Officer at Johanniter International

Overall job purpose:

To manage and record the Transactions into the SUN (accounting system) upload template and ensure payments to all suppliers based on the invoices generated from Logistics and administrative Offices; Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities; assist in review of partners’ financials.

Tasks:

Finance Duties:

• Participates in budget development, budget monitoring and budget review meetings.
• Ensures that expenditures are properly recorded in the SUN upload template.
• Performs a weekly cash count on Fridays and reports any discrepancy to the Finance Manager for further action. Files all cash count reports in a separate file for audit purposes.
• Ensures accuracy and completeness of the cashbooks and ensures proper filing of all financial documents.
• Extracts Budget Monitoring Reports from the SUN System on the 15th of each month and organizes monthly BVA review meetings with Program staff and Partners. Highlights over or underspending and shares feedback to the Finance Manager, Programme Manager and Head of Mission.
• Monitors expenses for all activities and ensures that payment is released to the right person in a transparent manner.

Payments to suppliers/ vendors:

• Receives payment requests from the Logistics department, prepares the payment vouchers and submits them for authorization and approval by the relevant JIA departments ensuring that all documentation is present and properly signed and dated correctly.
• Ensures that all receipts are stamped using the Johanniter Paid stamp and donor stamp and that all invoices and/receipts are signed by the suppliers.
• Undertakes market visits on ad hoc basis to cross check prices of different items to ensure that prices offered to Johanniter are matching the market prices.
• Ensures the invoices are arranged in a chronological order and files them accordingly in the various files for each cashbook.

Cashbook Management:

• Maintains the Cashbook in the specified SUN upload template, ensuring that all transactions are properly recorded.
• Ensure booking text descriptions, L-codes (project code L 1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
• Uploads cash reports on the SUN system for country office review and posting.

Ensures the accountancy is of the expected quality, reliability and transparency:

• Ensures the management of cash boxes {following up advances and maintaining the advances register, expenditure reconciliations etc)
• Prepares the monthly cash forecast for the projects in coordination with the programme team and partners and submits it to the country finance manager and HoM for approval and timely disbursement.
• Checks purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematically signed by authorized persons).
• Checks that expenditures are validated by the management taking into consideration all the validation thresholds of Johanniter: Programme Manager, Head of Mission and the Programme Coordinator at the HQ.
• Checks the justification documents and their conformity {requisition forms, quote analyses, invoices, inventories, etc.) for all transactions before payments are made.
• Ensures all vouchers from Partners are photocopied after thorough checking of all necessary documentation, relevant signatures and any other requirement as per the financial guidelines. Uploads them as intended {e.g. 4juh).
• Ensures all vouchers are properly filed for audit purpose and that access to the documents is limited to finance staff only.

Updates and controls the monthly accountancy:

• Closes monthly finance reports each month and shares them with the Finance Manager for review and uploading on the SUN System.
• Performs monthly cash counts
• Analyses cash box disparities and informs the Finance Manager immediately in case of any differences realized.

Other duties:

• Assists the Finance Manager in preparation of projects financial reports {monthly, quarterly and final).
• In the absence of the Finance Manager, the Finance Officer will be the focal point person for all finance related issues.
• Supports the Finance Manager during the Audit process ensuring that all documentation required is made available to the Auditors. answers queries and coordinates with the Finance Manager to ensure a smooth Audit process.

Person Specification

Professional Qualification and Experience:

• Bachelor's Degree in Business Administration, Accounting, or Management
• Minimum of CPA part II
• Minimum of three (3) years of solid experience in financial management, and administration in an International NGO setting.
• Excellent skills in Microsoft Excel, Word and computerized accounting. Knowledge of the SUN System or any accounting software is essential

Skills:

• Honest and of high integrity
• Ability to Multi-task while maintaining a stringent eye on detail
• Excellent interpersonal, communication, and representation skills
• Accurate and precise work style
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
• Flexibility, ability to adapt, good team player, discrete, responsible and innovative
• Fluency in English