Finance Officer

Position Summary :

Working under the supervision of the Finance and Operations Manager, the Finance Officer primary role is to support the Finance Department with standard fiscal operating procedures linked to: inventory control and related record keeping; preparation of the monthly expense close-out reports sent to Headquarters; processing of travel and general procurement related invoices, claims, advances etc.; as well as the preparation of VAT claims. S/he shall also serve as a support to the Finance team in terms of establishment of vendor accounts as well as partaking in necessary vendor liaison linked to procurement exercises undertaken by the FHI 360 Office. S/he shall conduct general administrative functions as requested in support of the maintenance of an updated and easily accessible filing system as a result of fulfilling the above duties.

Duties and Responsibilities:

• Work closely with the Finance and Operations to ensure smooth operation of all financial matters.
• Ensure that all financial data for the office is recorded in the financial system accurately, timely and completely.
• Ensure the integrity and quality of the data in the financial database. This includes and not limited to reviewing, analysis of various accounts and alert relevant staff of any irregularities.
• Manage the petty cash for the office and administer petty cash disbursements
• Ensure that all transactions are adequately authorized and properly supported
• Assist with payment processing, VAT claims, and end of year reports preparation
• Sending of payment confirmation to vendors and following up on invoices and receipts.
• Prepare monthly reports for accounts receivables and ensure that staff debtor accounts are settled promptly.
• Generate age analysis reports in line with existing policies and procedures
• Prepare and send out receivable or payable statements to staff and other vendors
• Follow up with staff any long outstanding program and travel advances to ensure timely reconciliations and recommend appropriate action in a timely manner
• Provide technical assistance and capacity building to technical staff, including interpretation of policies, setting up of systems and resolution of outstanding issues.
• Work together with the finance team in planning and carrying out trainings on FHI 360 policies and procedures.
• Conduct other general administrative functions as may be requested

Knowledge, skills and abilities:

• A customer-friendly attitude and an ability to cope with work-related stress
• Proven proactive skills in identifying cost savings, cost avoidance and efficiency opportunities.
• Ability to develop effective work plan and priorities in order to meet business objectives.
• Demonstrated expertise in building effective relationship with key internal customers and other stakeholders.
• Demonstrated knowledge in pricing, contracts negotiations, conflict resolutions, policies and procedures.
• Good analytical, numerical and mature problem-solving skills.
• Ability to adapt easily to changing needs and patterns of work.
• Excellent report writing and documentation skills.
• Advanced proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint
• Demonstrated experience in working with Accounting Packages such as Pastel, AccPac, Quick Books or any other Accounting Software
• Ability to manage and work under pressure with minimal supervision.
• Good team player, positive attitude, flexible mind, comfortable in working in a multi-cultural setting.
• Strong sense of ethics, integrity, credibility, and respect for diversity.
• Ability to communicate effectively with staff and management with diplomacy and firmness.
• Ability to travel a minimum of 25%.

Qualifications and requirements:

• BAcc/BCom/BTech degree in Accounting, Finance and Business Administration or its recognized equivalent, coupled with 3-5 years post qualification relevant experience.
• Recently Graduate of ACCA, CIMA, ICSA, SAA, IAC or any other relevant professional qualification with 3-5 years post qualification will be relevant.
• Familiarity with U.S. Government grants or other donor funded programs
• Contracting and auditing standards as they apply to effective management of multi-year funds will be an added advantage.