The duties and responsibilities of the finance officer will include, but not limited to:

Budgeting, Forecasting and Planning

• Assist with setting up implementing partner budget.
• Amend Implementing partners budgets and related schedules / reports for any budget change requests that are received and approved.
• Review implementing partner monthly budget vs spend and flag excessive over / underspend for further discussion with Grant Finance Manager and Programmes Team.
• Record explanation of significant variances on implementing partners’ report budget vs actual expenses.
• Prepare monthly and quarterly revision of budget vs. actual expenses.

Accounts Processing

• Ensure Implementing partner disbursement / payment pack prepared timeously within set monthly deadlines.
• Ensure all payments requested are based on verified financial reports and that no costs would be disallowed by donors.
• Record verified monthly expenditure incurred and disbursements received from NACOSA in relevant accounting system.

Transaction Monitoring and Verification

• Monitor and control implementing partner banking activities.
• Receive implementing partner reports and supporting documents, perform a sample check for completeness:
• Review report to ensure all required sheets and fields are completed.
• Review supporting documents (e.g. invoices, pay slips, timesheets, bank statements) submitted by implementing partners to ensure that all expense claims have supporting documents.
• Test a sample of implementing partner HR and non-HR expenditure for accuracy and validity in line with donor policies and procedures.
• Where expenses are not supported, query with the implementing partner and disallow where necessary.
• Oversee that Implementing partner financial reports, supporting documents and other grant compliance documentation are filed.

Monthly Reconciliations

• Ensure the difference between the actual bank account and unliquidated advance balance is reconciled and kept to a minimum (last month’s VAT and rental deposits).
• Perform reconciliations such as bank accounts and petty cash.

Technical Guidance and Capacity Building

• Complete capacity assessment tool with implementing partners and create draft of mentoring / capacity building plan.
• Conduct training and mentoring on financial aspects to Implementing partners based on capacity building plan.

Financial Analysis and Reporting

• Generate various reports to assist with accounting functions (reconciliations, expense analysis and budget monitoring and preparation as well as the monitoring of expenses).
• Support Senior Grant Officer / Grant Finance Manager in Quarterly / Bi-Annual / Annual donor reporting.
• Support Finance Team in any required donor reporting.

Compliance and Risk Management

• Conduct regular site visits and complete site visit reports timeously for submission to Senior Grant Officer / Grant Finance Manager.
• Attend compliance and other monitoring visits such as asset verifications, stock counts and audits.
• Conduct a risk assessment and develop mentoring plan for implementing partners.
• Prepare NACOSA / implementing partners for financial audits.

People Management (if applicable)

• Motivate employees and drive a healthy, values based, engaged culture to drive achievement of programme performance standards and targets.
• In conjunction with HR, implement and support various people processes such as recruitment, orientation, disciplinary processes, time, and attendance, etc.
• Draft and implement performance management plans within the team and schedule regular contact sessions with employees to monitor and track performance.
• Assist to develop performance improvement plans (personal development plans) to support employee development and performance.
• Provide training and mentoring support to direct and indirect reports (when needed) to ensure capacity is built within the team.

Ad Hoc Tasks

• Perform irregular, one time and special request tasks related to the department as a whole.
• Perform activities as stand-in for colleague or supervisor as required from time to time.

Requirements

Required qualifications, skills and experience.

• Bachelor’s degree or diploma in Finance /Accounting
• Minimum of 3 years’ experience in an accounting position.
• Advanced computer literacy in MS Excel, and basic Word and Power Point, E-mails, Internet.
• Fluent in English and a local language (written and spoken).
• Proven experience in mentoring and training.
• Good verbal and written communication skills
• Detail orientation – Can integrate information from a variety of sources and analyse information to understand root causes of problems. Audits data frequently to ensure compliance.
• Prioritization – Takes accountability and responds to challenges in a timely manner. Uses own initiative to drive forward and collaborate as a team player.
• Teamwork – can collaborate effectively with team members.
• Travel – Routine travel for job requirements.