Scope:
The Finance Officer – Operation is in charge of the finance payment processes on the Addis Ababa Finance Office and works with the other members of the finance department to ensure an efficient and effective processing of the financial documents. The Finance Officer – operation will have a thorough knowledge of IRC financial and administrative policies and procedures. This position will report to the Finance Manager- operations
Key Responsibilities
1) Treasury Management
a) Enforce internal controls and disbursement processes to ensure proper management of cash and bank accounts.
b) Review safeguards for cash and cheques kept in the office; ensure controlled access, security and safety.
c) Monitor cash and bank balance to ensure sufficiency based on needs.
d) Ensure that cash received including incoming funds transfers are receipted and accurately recorded.
e) Perform weekly and monthly cash counts and reconciliations; address any differences.
f) Oversee monthly reconciliation and ensure outstanding item addressed on time.
g) Review cash projection submitted by field office and ensure timely cash transfer to the field
2) Month-end Activities
.a) Review journals and source documents from the Field & Addis office for completeness and accuracy.
b) Post journals in SUN System.
c) File posted JVs electronically as per the standard.
d) Perform balance sheet account reconciliation’s and bring to the attention of the Finance Manager-Operation any matters that require his/her intervention.
e) Perform SUN Backup for the master files.
3) Document Management
a) Review internal system of record retention to ensure compliance with IRC policy and the local laws.
b) Ensure maintenance of uniform standards for documentation; including forms, support documents etc.
c) Ensure sufficient procedures for retention of documents; proper and systematic filing for ease of access;
4) Balance sheet Accounts follow –up & Reconciliation.
a) Preparation of detail balance sheet reconciliation
b) Proper follow-up on advance/payables liquidations.
c) Preparation of the CO Balance sheet report for NY submission per schedule
5) Payment and Receipts Processing
a) Supervise Finance Assistants responsible for the payment process.
b) Ensure that payments are processed in a timely manner and in accordance with IRC policy and procedures.
c) Assist and follow up the finance assistant internal control procedures are followed for all cash disbursements, receipts and transfers
d) Review/Ensure the accuracy of cash & Bank Books prepared by the Finance Assistant
e) Liaison with bank officials to resolve problems or facilitate improved service.
f) Attend to vendors on matters concerning payments.
g) Perform financial review of Bid Analysis and other Procurement Documents; to ensure conformity with IRC policies and procedures as well as donor regulations.
h) Perform financial review of Payments Requests; ensure adequacy of supporting documentation and compliance with IRC policies and procedures.
i) Review monthly payroll and payroll related payments.
j) Ensure statutory deductions (taxes, pension, and health insurance) are remitted on time.
6) Internal Audit
a) Internal audit activities as required by the Finance Manager-Operation
b) Reviews of controls and monitoring of compliance with established procedures.
c) Preparation of written reports for review by the Controller which identify key issues and provide recommendations for improving control processes or procedures
7) Staff Performance and Management
a) As part of his/her supervision responsibility, set and agree with Finance Assistant and the Finance officer Key performance objectives for each financial year in line with the Finance Departmental Strategic Objective/ goals.
b) Provide the Finance Assistant and the Finance Officer conducive work environment; business tools, support and relevant training necessary for them to perform their work.
c) Monitor the performance of Finance Assistant and the Finance Officer through the year providing regular feedback on progress towards meeting agreed objectives and any improvement needed.
d) Conduct an annual performance appraisal for the direct supervisees.
8) Other Duties
a) Contribute to the overall proper functioning of the Finance department by taking on any other duties assigned by supervisor.
b) Contribute to the overall improvement of the financial and accounting system in ETHIOPIA by providing recommendation to supervisor for consideration on specific areas that could be improved.
c) Contribute to teamwork and team play.
d) Any other duties assigned by the supervisor
1) Requirements
Education:
a) Bachelors’ degree in Accounting, Business Administration, Commerce or Finance with a recognized professional certificate in accounting such as CPA, and/or a Master’s degree in Accounting.
Experience:
b) Minimum four years of relevant experience for BA Degree or two years of relevant experience for Master’s Degree holders.
c) Extensive experience in working with computerized accounting systems, standard spreadsheet and database programs.
Skills and Abilities:
a) Good written and verbal skills in the English language.
b) Basic proven managerial skill.
c) Must be comfortable in being a proactive member of the department. Must seek to identify and communicate potential problems and propose solutions to the level of management appropriate to effect solutions.
d) Must be able to function effectively in a loosely structured, but complex work environment and to set appropriate priorities and deal effectively with numerous simultaneous requirements
e) Ability to carry out responsibilities independently with minimal technical support from within the organization.
f) Must be a patient and good communicator who can function in an organizational environment involving a diversity of cultures, languages, and personal interests and agendas.
g) Good at role of facilitator and team player in solving problems.
h) Committed to staff training and development