Job Description
GENERAL FUNCTION:
Under the supervision of the Internews EM Support Department Head, the position will facilitate the transition process/upgrade from QuickBooks Pro 2010 to QuickBooks Premier 2015 (UK version) and provide training to the EM Finance & Accounting staff to use the upgraded version.
S/he will work within the framework of Internews core values, the capacity building approach of the Internews EM Support team, and in support of the EM mission, organizational priorities and work plan. S/he will act as a professional mentor/coach and technical counterpart to build the capacity and professional development of the EM team modeling the highest standards of professional and ethical conduct, and organizational best practices.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Provide QuickBooks Premier 2015 (UK version) training to the EM Finance and Administration (F&A) Manager, Finance Officer and other staff in the Business Administration division as appropriate. On direction of/coordination with the OD Expert, the trainer may also provide financial management training and advisory support to the EM Business Manager and/or CEO.
This is the next phase of a larger financial reconciliation and QuickBooks rebuild project already underway.
- Building on progress and learnings to date, and the trainer’s assessment, s/he will design a proposed training plan/schedule, including recommended approach, priorities, mix of classroom and hands-on training (anticipate primarily practical, applied) and timeline under the guidance of the OD Expert and with inputs from counterpart management (EM).
- S/he will also provide inputs into EM individual staff development/training plans, for follow-up training requirements, in collaboration with the EM F&A Manager and HR Officer.
- Help finalize and rollout a newly developed draft Chart of Accounts manual.
- Install new QBs version to Finance team computers (3 computers) and convert/upload current EM QBs file for use in new version. Ensure appropriate user levels are defined and setup to meet security and internal controls requirements.
- Setup macro/s for large data entry such as monthly salaries and other staff benefits.
- Train the Finance team in basic best practices in booking transactions/use of QBs, reporting, basic trouble shooting. Illustratively, the training to include:
- Basics of data entry on QBs
- Correction of errors through journal entries (reversals)
- Closing accounts at month end
- Creating/deleting accounts
- Balance sheet and bank/cash reconciliation
- How to update currency changes on QBs
- Accrual accounting using QBs (e.g. how to treat accruals, prepayments, installments and credit sales)
- Treatment of advances (salary and operations advances)
- Booking of program income using A/R invoicing system to enable monthly debtor analysis
- Use of macros for large date entry such as monthly salaries and other staff benefits.
- Extracting transaction data for management/donor reports, e.g. design/link custom QBs report to facilitate completion of monthly donor reporting. Map donor budget categories with EM CoA on QBs for donor reporting and budget purposes.
- Ensure effective use QuickBooks in all accrual-based accounting (bookkeeping, basic donor/grant and management/corporate reporting, management of Accounts Receivables/invoicing, etc.). Rollout and ensure compliance with Chart of Accounts manual.
- Establish effective systems for monitoring treasury/cash flow management and mitigating risk, especially local currency, exchange rate and forex risk in context of South Sudan reserve bank policies and current macro-economic climate.
- Assess options and adapt/setup systems to best manage liability accounts, e.g. NSIF (statutory social insurance fund), 13th month and vacation accruals, severance in accordance with donor and local labor law requirements.
- Implement recommendations from first annual external audit to be completed in July 2015.
- Implement timely, accurate, compliant weekly, monthly, quarterly and annual financial and accounting processes (month-end close/recon check-list, monthly donor reporting, quarterly budget vs actual review/analysis and pipeline, etc.)
- Establish and carry out regular budget monitoring. Assist Business Manager in financial planning and analysis.
REQUIRED QUALIFICATIONS:
- Master’s degree in Accounting or Finance, CPA, ACCA and/or equivalent relevant experience and certifications, practicing under US Generally Accepted Accounting Principal (US GAAP) and/or International Accounting Standards.
- Expert user and trainer level proficiency in QuickBooks Premier 2015 (UK version, desktop), as well as advanced MS Excel, Word, PowerPoint required.
- Minimum of 8 years of experience in finance and accounting in the nonprofit sector, preferably within an international development context. Understanding/experience of the South Sudanese or other similar operating environments in Africa a plus.
- Knowledge of international donor funding rules and regulations required, particularly those applicable for USAID cooperative agreements.
- Experience working with local partners, ability to design systems, processes that suit a small local NGO requirements to ensure effective uptake and consistent, sustainable implementation by the NGO national staff team.
- Familiarity with finance and accounting system requirements for nonprofit organizations with commercial revenue generating activities, in addition to multiple grant/donor funding streams.
- Understanding of and demonstrated commitment to upholding Internews’ core values.
- Demonstrated ability:
- Establishing and maintaining effective professional relationships through collaboration, negotiation and teamwork.
- As a patient and good listener, who motivates, understands and adapts to the needs of mentored staff from diverse backgrounds and expertise.
- Applying management, organization and problem-solving skills to a complex, changing operating context requiring adaptability, flexibility, determination.
- Exercising judgment within broadly defined practices and policies in selecting methods, techniques for obtaining results.
- Successfully operating in a conflict environment in a calm, reflective, collaborative way that engenders trust and builds social capital with the local partner, modeling leadership, professionalism, sound judgment and the highest ethical standards.
- Strong analytical, training, oral and written communication, and team-building skills.
- Ability to manage multiple priorities and projects while working as part of a team.
