State Finance Officer

Job Description

Required Skills

Description

The Finance officer will deal with all cash receipts and payments as well as advising the State Team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.

Qualifications and experience:

Essential

A degree in Accounting or Business Administration is required
Minimum of 3 years experience in a related function
Experience in working in INGO
Knowledge of NGO donors and their financial reporting requirements
Willingness to learn at all times
Work-based skills:

Essential

Working knowledge of accounting software, especially PS Financial
Excellent computer skills with high proficiency in Microsoft excel
Strong ability to be able to manage and prioritize multiple tasks
Good analytical and reporting skills
Excellent interpersonal and communications skills

Key accountabilities

Finance work (50%)

Prepare monthly reports to the Project Manager as set on monthly finance timetable which comprises the following:

Bank reconciliation statement including copy of bank statement
Aged list of outstanding Advances and Other ledger balances
Fixed asset register update and Spot Check reports
Authorized Petty Cash Count Certificate and reconciliations
Monthly timesheet update
End of Month Checklist
Making Payments of all meetings, workshop and training participants and consultants
Safeguarding the organisation resources by scrutinizing all payment requests, TAFs, PRFs and by adhering to the MC Manual, Policies and Procedures
Advising the State Team Manager and other Technical Officers on all financial matters and sharing areas of concern along with suggested solutions aligned with MC and donor guidelines.
Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs
Register Invoices delivered by suppliers into PSF
Post Field returns into PSF as per MC guidelines
Review all cash and Bank transactions posted into PSF on a weekly basis
Support in the preparation of monthly BVAs
Support in budgetary planning and revisions
Support in the timely completion of checklists for month and year ends
Be responsible for issuing travel and activity advances to the team members, consultants for any official travels, including reconciliation of the same on return
Any other reasonable duties as may be required from time to time
Suppliers Invoice (25%)

Receive all invoices of suppliers and vendors from the Senior Administrative officer and prepare the Invoice authorization forms
Review and post all invoices onto PSF ledger ensuring the accuracy of codes, support documentation, budget availability and necessary approval from the authorized personnel
Prepare all payments cash, cheque, bank transfers and obtain approval from the authorized personnel
Post payments onto PSF general ledger ensuring the accuracy of all the required codes
Filing and Admin (15%)
In charge of archiving and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team
In -charge of collating timesheets of all field office staff
Petty Cash management (10%)

In charge of keeping the Petty cash imprest system and records, making requisitions and issues as approved by the authorized personnel. Take collections after issuing proper receipts and make a deposit of all cash collections in a timely, honest and trust worthy manner
Count Petty Cash on a minimum of a monthly basis with the Project Manager/Finance Manager
Post all petty cash invoices and vouchers into the General Ledger with accurate codes

   
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