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Overall Job Purpose
Provide support in the development and implementation of finance, audit and budgeting to ensure transparent and efficient utilization of organizational resources in compliance with approved policies, procedures and donor requirement.
Essential Duties & Responsibilities
Financial Management and Reporting
- Coordinate preparation and implementation of the regional office-operating budget, including specific projects ensuring it is up to date for all funding sources and is participative involving all units
- Ensure strict adherence and compliance to financial control systems, policies and procedures
- Process payments and disbursements and other financial transactions ensuring payment vouchers are properly approved before payment is effected
- Oversee and ensure timely processing of staff payroll in accordance with labor regulations
- Monitor budget implementation and expenditures and process request for budget revisions
- Prepare and maintain proper books of accounts, including overseeing an up-to-date register of assets
- Develop and maintain proper financial records and archiving system
- Prepare and submit monthly/quarterly reports ensuring they are complete, accurate and timely
- Coordinate financial operations in the regional office, ensuring that efficient and effective control systems and reporting mechanisms are in place
- Review cash flow and cash flow reporting in the regional office
- Supervise banking and e-banking at the regional office, including up-to-date bank mandates
- Facilitate operations of bank accounts and ensure signing of payments comply with approved policy
- Oversee effective implementation of financial records management archiving system in the regional office
Audit and Risk Management
- Support preparation for audit process and ensure a complete audit trail is in place to facilitate audits
- Source the services of a professional audit firm in accordance with approved policy and procedures
- Coordinate audit processes in relation to audited financial statements, including the management letter for regional office and ensure compliance with Diakonia and donor requirements.
- Follow up on issues raised by auditors in the management letter in relation to regional office
- Put in place measures to properly address audit findings and recommendations.
- Submit reports and audited financial statements as per the required deadlines.
- Upload the audit reports and management letters to (FixIT)
Administration
- Monitor procurement, logistics, travel and events processes for compliance with policy guidelines
- Monitor utilization of motor vehicles, office equipment to ensure proper operation and maintenance in compliance with policy guidelines
- Monitor records management and archiving system to ensure compliance with policy guidelines
- Monitor protective measures to secure computers and office equipment
- Update tenancy and maintenance contracts in the regional office in compliance with the policy guidelines
- Ensure that the office legal registration is up to date.
Human Resources
- Participate in the recruitment and selection of finance and administration staff in the region
- Monitor the development and implementation of a secure working environment for all staff within the finance and administration department
- Manage finance and administration staff in the regional office
- Perform other relevant duties and functions as requested.
Education, Training & Professional Qualifications
| Education | Bachelor’s degree in Accounting, Finance, Business Administration, Commerce, Economics or equivalent qualification |
| Professional Training | Computer training in accounting software and MS Word, Excel, etc.
Training in human resources management and development |
| Certification/Licensing | Fully qualified accountant from recognized accountancy body CPA/ACCA |
Job Competencies & Experience
