Finance Officer

at Save the Children
Published August 23, 2022
Location Bor, South Sudan
Category Finance  
Job Type Full Time  

Description

Child Safeguarding:

 

Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

 

ROLE PURPOSE:

 

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

 

SCOPE OF ROLE:

 

Reports to: Field Manager

 

Staff directly reporting to this post:

 

Casher/Finance Assistance

 

KEY AREAS OF ACCOUNTABILITY:

 

1.1 Donor Financial Requirements in the field offices

 

Ensure that there is a file for all the donor financial contracts in the field offices with all donor requirements

Share the information with the relevant staff

Assist in audit preparations as per the donor requirements.

Management of both grants and financial filing system in the field

Maintenance of the donors fixed assets register in the field offices

Support programmes staff with donor financial reporting.

2.0 Monthly financial monitoring reports:

 

Prepare a performance analysis report for discussion with the Field Manager and other budget holders in the field

Ensure that all monthly financial action points are implemented

Coordinate the monthly grants finance meeting in the field, and periodic grants monitoring meetings, providing support to programme staff on the financial review of their grants

Assist the Grants Manager in providing training on budget monitoring systems, grants management procedures and various donors' terms and conditions to budget holders in the field

3.0 Financial and system controls

 

Assist the Finance Manager in developing and maintaining robust and adequate financial internal control systems for cash management in the field offices

Prepare and post all correction journals as per budget holders feedback in a timely manner

Ensuring all costs are coded properly by reviewing the 'accountant check' for all PR's and payments

Reviewing sub offices ensuring they are properly coded before upload

Record financial transactions efficiently and accurately; Make payments after verification of the accuracy, validity, legitimacy of all documentation ensuring, completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made

Ensure organization's creditors in the field are paid promptly; reconcile creditor's statements to ensure that all bills have been paid and no disputes arise between Organization and the creditors with regards to timely payments of their bills

Ensure that all spend is in compliance with Save the Children and donor policies

Prepare invoices for staff on private use of the organization's resources such as vehicles and recover the same promptly from the staff.

4.0 Cash Forecast and monitoring

 

In coordination with the Field Manager and Finance Officer in Juba ensure realistic cash forecasts are provided by budget holders, and place the cash transfer request for the field office

Monitor that expenditure is incurred only against the approved cash forecast and any deviations approved by the Field Manager before the expenditure is incurred

Prepare a cash monitoring report every month to show if cash is spent in accordance to the purpose (budget lines) it was requested.

5.0 Cash management

 

Monitor cash balances and transfers at field location

Ensure physical security of cash and financial records

6.0 Payroll management

 

Administer the Field payroll and ensure its smooth operation. Verify staff attendance sheet, over time and any other claims

Prepare and arrange delivery (as required) of payments to volunteers/incentivized workers

Submit signed pay slips for staff paid in the field to the Juba Office

Liaise with HR/Admin Officer on incoming/outgoing staff form/to the field and payments for terminal benefits

Handle staff advances and loan as per the Staff Advance policy.

  1. 0 Monthly returns

 

Prepare and submit the monthly field sub office accounts on time

Reconcile the monthly cash and float balances

8.0 Other

 

Verify partner expenditure reports and provide support to partners as and when required

Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post

Carry out the responsibilities of the role in a way which reflects Save the Children's commitment to safeguarding children in accordance the Child Protection Policy

Comply with Save the Children's policies, such as Fraud, Whistleblowing, safety and security.

SKILLS AND BEHAVIOURS (our Values in Practice)

 

Accountability:

 

Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

 

Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

Widely shares their personal vision for Save the Children, engages and motivates others

Future orientated, thinks strategically

Collaboration:

 

Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

Values diversity, sees it as a source of competitive strength

Approachable, good listener, easy to talk to

Creativity:

 

Develops and encourages new and innovative solutions

Willing to take disciplined risks

Integrity:

 

Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

 

Qualification and skills

 

Minimum of Bachelor's degree in Accounting.

At least 3 years of practical experience in budget setting and financial accounting preferably in NGOs.

Proven audit experience and ACC qualification an advantage.

Strong computer skills, especially on Accounting packages and EXCEL

Strong sense of integrity

Ability and willingness to work under pressure as part of a professional team to meet deadlines

Excellent interpersonal skills, including cultural sensitivity, assertiveness and negotiating skills.

Willingness to travel to field sites occasionally

 

Interested candidates can send their CVs

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