Finance Officer at Tax Justice Network – Africa (TJN-A)

PROFILE

The Finance Officer is responsible for the day-to-day management of Tax Justice Network – Africa financial resources. The Finance Officer is responsible for maintaining sound financial and accounting systems and controls to ensure efficiency, integrity and transparency of the secretariat operations. The post holder supervises the Finance Assistant.

The post holder reports to the Finance and Administration Manager and works closely with all budget holders and the Administration unit at the secretariat.

SPECIFIC RESPONSIBILITIES

KEY RESPONSIBILITES

Budgeting and Forecasting

• Assist with preparation of annual budgets and planning process in conjunction with the Policy Leads and the Senior Management Team (SMT);
• Participate in the development of budget proposals in collaboration with Policy leads throughout the year for presentation to donors and for inclusion in the annual plans
• Monitor expenditure against budget headings; work with all budget holders throughout the year to ensure that expenditures adhere to donor and budgetary requirements.
• Calculate allocations from donor funds to different budget lines and the annual salary budget.
• Prepare requests to donors to make budget re-allocations, as necessary.
• Assist in preparation of quarterly organizational cash flow projections based on existing balances of cash, receivables, commitments, budget items and most recent knowledge of operating plans.

Financial Management and compliance

• Ensure that all financial transactions are carried out and recorded in accordance with TJN-A financial procedures and internal controls.
• Manage TJN-A bank accounts, and monitor cash flow to ensure that sufficient funds are always available in the bank;
• Maintain banking relationships and serve as primary liaison with financial institutions.
• Prepare accurate monthly bank reconciliations by the 15^th day of the following month.
• Compile monthly, quarterly and annual financial reports by 10^th day of the following month of in accordance with TJN-A policies and Generally Accepted Accounting Practices (GAAP) and in an accurate and timely manner;
• Compile timely financial reports on donor funded programmes and ensure that staff and partners are aware of conditions and time restrictions applicable to these funds. If necessary prepare a monthly schedule for the production of financial reports, both interim and final.
• Provide financial input to all partner agreements and provide additional support to Partner organisations in compilation of financial reports to meet the donor reporting deadlines on time.
• Monitoring the accounting software data and ensure it’s all up to date, reconciled accordingly and backed up both externally and internally.
• Oversee timely invoicing to donors for disbursement of grant funds.
• Oversee and ensure timely acknowledgement of receipt of disbursed grant funds
• Review all cash and credit card staff travel return forms for accuracy before posting in the accounting software.
• Ensure request for payments and payment vouchers have proper supporting documentation in line with TJN-A’s policies and procedures
• Ensure payments to suppliers are done in a timely manner.
• Approve all petty cash vouchers and reconciliation on a weekly basis
• Supervise filing and ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order and in a safe and secure condition under the custody of the organisation.
• Ensure proper Asset management within the organisation, ensure all assets are tagged assigned responsibility and recorded in an updated fixed asset register. Liaise with the Administration Officer to ensure that all assets are insured.

Facilitating Audits and Financial Assessments

• To assist the Finance and Administration Manager with matters relating to accounts and audits regarding preparation and audit of annual accounts.
• Assist in the annual audit fieldwork process
• Assist in all TJN-A organisational internal audits and financial assessments and provide all required information that maybe required for the assessment.

Payroll Administration

• Prepare monthly payroll on a timely basis in the Payroll software
• Post approved payroll to the accounting software
• Ensure timely remittance of salaries, statutory deductions and other payroll deductions.

Capacity Building

• Work with the Finance and Administration manager to identify training needs, and organise in-house training, of staff and partners on accounting controls and procedures, budget preparation, monitoring, etc.
• Identify areas that he/she needs further capacity building to increase their efficiency at work

Manage and supervise Finance Staff

• Guide and supervise the Finance Assistant perform all other accounting activities including preparing payment requests and vouchers, payroll, bank reconciliations, inventory, invoicing donors, capitalisation of fixed assets, on-line banking process, monitor daily receipts etc.
• Participate in the recruitment, selection and induction of new finance staff.
• Any other reasonable duty as may be assigned that is consistent with the nature of the job and its level of responsibility.

Professional Qualifications

• Masters’ degree in a finance/accounting related field.
• Full certification in professional accounting qualification – CPA-K or ACCA.
• At least five year’s progressive INGO experience in accounting and financial management position.
• Understanding of, and demonstrated experience with, financial accounting principles, processes, systems and internal controls not-for-profit organisations.
• Experience in auditing and systems review.
• High level of proficiency working with MS Office (Excel advanced level), Word PASTEL and Microsoft Navision
• Working knowledge of French is an added advantage
• Possess excellent interpersonal and communication skills, good judgment and high level of integrity and respect for confidentiality

Required Competencies & Experience

• Financial accounting skills including basic book-keeping
• Ability to translate financial concepts to – and to effectively collaborate with — programmatic and fundraising colleagues who do not necessarily have finance backgrounds
• Previous experience in grants management
• Technology savvy with experience in managing postings to PASTEL, Microsoft Navision and Microsoft Excel
• A successful track record in setting priorities; keen analytic, organisation and problem solving skills which support and enable sound decision making
• Process analysis and project management skills.
• A multitasker with the ability to wear many hats in a fast-paced environment
• Personal qualities of integrity and credibility