Finance and Operations Officer

Job Description

JOB SUMMARY:

Reporting to the Regional Finance and Operations Manager, the Finance and Operations Officer will have the overall responsibility of overseeing and managing the project’s essential systems for financial monitoring and reporting. S/he will ensure smooth operations of the project, satisfactory provision of effective financial management services, and strong oversight for internal control systems. S/he will be responsible for the preparation of all statutory financial statements both for internal and external uses. S/he will work in full compliance with all applicable EH and donor rules and regulations and country laws. S/he will conduct all of his/her work with the highest level of discretion, honesty, and attention to details. S/he will supervise and coordinate all Administration and Finance staff in the country.

RESPONSIBILITIES

• Ensure that the project has effective financial systems, controls, and processes in place that are effectively and efficiently used throughout all MCH’s Mali, and Cote d’Ivoire project; Coordinate and develop accounting, financial monitoring, and reporting systems, including establishing internal controls in accordance with EH standard operating procedures (SOPs).
• Understand, be familiar with and apply system security and safety procedures and requirements to protect the completeness, accuracy and integrity of accounting data and information.
• Ensure that the office security plans are updated and adhered to EH and URC regulations
• Develop and implement accurate cash management strategies and undertake the approval of expenditures for staff, suppliers, and other external parties; Manage cash flow and preparation of pipelines for review by Senior Program Officers to ensure availability of funds for the implementation of program activities for all Intervention Areas of the project.
• Examine financial data, including that related to procurement, for accuracy and compliance with EH and donor policies and procedures and plan for and facilitate compliance checks and external and internal audits in collaboration with the Regional Finance Manager.
• Manage, maintain & update Fixed Assets Inventory List by ensuring appropriate, accurate and complete accounting (including proper treatment of depreciation); coordinate in the any stock
• take and fixed assets verification exercise; Liaise with administration to ensure EH assets are under insurance cover at all times and renewed whenever policies expire.
• Check and authorize entries for correctness - for coding and posting to the QuickBooks ledger system ensuring accuracy and prompt processing into the various accounts.
• Participate performing review of reconciliations of subsidiary schedules/records for all Balance Sheet Accounts, to GL control account reviewing transactions and reconciling various accounts/balances relating to ledger balances; Review of the bank reconciliations.
• Ensure timely and proper filing, maintenance and custody of accounts records & documents in defined area of work for ease of reference and retrieval; Review of all staff accountabilities and claims or refunds; Review of all cheque payments and approval of respective journals.
• Vet and review invoices and other payment vouchers prior to submitting them for approval ensuring accuracy and correctness and that amounts due and payable are indicated on the invoices; Keep proper record of all prepayments, accruals and related accounts.
• Prepare monthly payroll payments in time; Vet, review and ensure all other payments (cash, transfers etc ) are duly supported.
• Work closely with the Regional Finance and Administration Manager and the Country Senior Program Officers to Monitor the performance of the Project through variance analysis to identify adverse trends and report on Management Result;
• Oversee the generation and analysis of monthly financial reports for the project and ensure that advance requests are timely submitted to the Regional Office.
• Prepare and participate in the periodic Pipeline and Portfolio review meetings.
• Establish and maintain close relationships with bankers and conduct negotiations concerning quality banking services and keep abreast of changes in financial regulations and legislation.
• Oversee and monitor the processing and utilization of petty cash and imprest / floats - access and amounts; Ensure regular Petty cash counts and review of reconciliations is performed at various cash holding locations and record thereof maintained.
• Constantly monitor cash position including preparation of remittance requests on a timely basis; Track, update and ensure that all other funds remitted / transferred in favor of the project are duly documented and posted into the ledger.
• Prepare for and attend to the needs of internal and external auditors by way of participating in pre-audit meeting, prepare audit schedules as per checklist made available and any other pertinent supporting analysis; Ensure audit preparedness from all units prior to external audits;
• Be responsible for the implementation and clearance of audit issues & recommendations, both internal and external.
• Check and ensure that all monthly tax payments, statutory & regulatory deductions & other returns etc are accurate & complete as well as they are remitted in time. If any follow-ups are necessary, they are done in time; Ensure timely preparation of tax returns & other forms to tax authorities for review by the Regional Office prior to submission.
• Manage and perform other duties as assigned by the supervisor

REQUIREMENTS:

• Bachelor’s degree in accounting, Economics, Business Administration or a related field from a recognized institution plus five (5) years of relevant professional experience.
• Demonstrated experience with the finance/accounting and administration functions of international and local organizations.
• Knowledge of and experience with US Government and other donor funding rules and regulations, financial reporting, and disclosure requirements.
• Ability to conduct all work with the highest level of discretion and honesty according to the principles and procedures of EH and its donors.
• Ability to multi-task and achieve multiple priorities, including planning, organizing, prioritizing, and paying close attention to details.
• Proficiency in Microsoft Office Programs, particularly Excel spreadsheets and Word

ESSENTIAL SOFT SKILLS

• Ability to provide technical support and training in finance and accounting systems to staff.
• Sound problem-solving ability and the capacity to exercise good judgment in making financial decisions and maintaining confidentiality.
• Demonstrated leadership, strategic thinking, and organizational, team-building

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS:

• Excellent communication and writing skills;
• Strong interpersonal, written, and oral communication skills.
• Bilingual French and good proficiency in English
• Proficiency in QuickBooks.

About the Organization

EngenderHealth’s vision is a world where sexual and reproductive health rights are respected as human rights, and women and girls have the freedom to reach their full potential. To achieve transformational change leading to true social and economic progress, EngenderHealth partners with diverse organizations across sectors with the shared goals of highlighting women’s value to sustainable development.

EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, creed, ancestry, citizenship, religion, color, gender, gender identity, gender expression, age, national origin, political belief, sexual orientation, genetic information, status as a victim of domestic violence, marital status, disability or any other protected characteristic or status under applicable federal, state and local laws.

EngenderHealth is committed to safeguarding all people, particularly children, vulnerable adults and beneficiaries of assistance from any harm that may be caused due to contact with EngenderHealth. This includes harm arising from the conduct of staff, associates and partners; and the design and implementation of programs and activities.