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Finance Officer

Finances and Accounting

Carry out the day-to-day accounting functions of the programme including, but not limited to:Managing and handle in-country cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followedConducting regular cash counts and bank reconciliations, verifying amounts held and reporting any discrepanciesPaying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements madeSupporting colleagues in cash handling and financial transactions, providing coaching and guidance as requiredEnsuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and any donor requirementsEnter financial transactions timely in Medair’s financial accounting system

Carry out the weekly & monthly accounting functions of the programme including, but not limited to:Produce accurate weekly accounts within the agreed timeframe, including the compilation and finalisation of weekly expense for designated cash and/or bank accountsPaying staff salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authoritiesGather cash need forecast from Budget Holders, review for accuracy and completeness and consolidate it in the monthly cash needs forecast for the Country Programme, ensuring that money is transferred between locations and banks in a timely manner

Review local partners’ financial reports on a monthly basis:

- follow up where needed with partners NGO’s to ensure that Finance Procedures are followed, supporting documentation is complete and the BvA is filled in correctly

- support and train local partners in financial management and bookkeeping where needed

- prepare partners monthly expense sheets for posting in the accounting software

Support internal and external (local partner) financial audits, when requested, providing all information required by local legislation, donors, HQ or other bodies.

Assist budget holders in creation of project / base budgets

Report immediately any possible fraud or theft to the Finance Manager

Administration

Ensure a clear and transparent paper trail is adhered to for all financial transactions and that all filing and archiving is in line with Medair and donor requirements which follows international accounting standards.Timely monthly scanning of all financial transactions and preparing for shipment to HQ

Communication

Maintain open and frequent communication, where applicable, with the Finance Manager, Management and the HQ Finance Officer concerning all financial issuesEnsure colleagues are informed of the required finance procedures, and be available to answer any finance related questions and to provide coaching and guidance as necessary

Quality Management

Adhere to all financial internal controls by using and promoting the Medair Finance Manual of Procedures and other operating procedures, ensuring that all standardised formats are used and guidelines are followedTreat personal-, financial- and programme data with confidentiality

Remain flexible to assist in other duties or other tasks as required.

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