JOB SUMMARY: A Senior Finance Officer is responsible for all aspects of financial management of the country program, ensuring compliance with International Medical Corps internal policies and procedures as well as donor and in-country regulations. The position is responsible for providing all transactional financial services, including, but not limited to payroll, reconciliations, accounts payable and receivable, and financial reports. The position coordinates with the program team in terms of payments, tracks and analyses pipelines, prepares donor reports, assists in audit visit preparation, etc.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
• Manage daily program-wide finance and accounting functions including timely recording of transactions, cash management, banking, payroll, inventory, receivables, and payables.
• Plan and implement systems for financial operations in the country office and in area program offices in accordance with the International Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, grant management and compliance.
• Contribute to the continuous improvement of financial/ accounting systems, transactional processing, procedures and processes
• Prepares monthly pipelines and ensure balances and allocations match with the accounting records. Review estimated expenses prepared by the program team and provide input, as needed.
• Follows up on TM1 system entries on a monthly basis in collaboration with program team, makes sure budgets and budget amendments are duly entered and available in the system. Ensure that Variance analysis is reviewed, correct and updated and that monthly pipeline reports are completed and submitted to HQ timely.
• Prepare internal and external financial reports, ensure that reports are reconciled with accounting records and in line with internal and external policies and rules. This includes, but is not limited to: donor financial reports, applicable reports for the submission to government bodies, internal IMC schedules and reports.
• Works on preparation of audit schedules, facilitate and assist in annual and other project specific audits. Implement audit recommendations and work on resolving audit findings, as applicable.
• Work on preparation of monthly financial reports, and respond to any other finance-related task requested by country office and/or HQ offices e.g. International Finance. Ensure that proper report approvals are obtained.
• Work with the rest of the country office team members on budget and budget amendments preparations. Ensure that needed budget amendments are communicated and addressed timely.
• Ensures archived finance files are listed physically and electronically and kept up to date.
• Reviews all submitted PR’s and procurements steps (offers, bid summary, PO) and collects necessary signatures.
• Cooperate with all departments regarding all checks/bank transfers, in order to proceed all payments within the timeframe agreed. Processes incoming invoices and vouchers, ensuring that these are properly approved, stamped and coded.
• Prepares, processes and reviews accounting entries into Costpoint-Deltek. Ensures there is proper supporting documentation for all payments and other accounting entries.
• Prepares Monthly Cash on Hand and Bank Reconciliations, and Cash/Bank transaction journals (CTJ/BTJ) in addition to the Average Exchange Rate Calculation
• Ensures that transactions are complete and accurate. Reviews coding on all vouchers/General Ledger for all valid accounts. Review accounting entries prior to submission of the monthly report to HQ office
• Ensures monthly accruals are well prepared, calculated and registered into the system after being reviewed and approved.
• Updates and reviews analysis of Accounts Receivables and Accounts Payables on a monthly basis. Keeps track on all Accounts Receivable and Accounts Payable balances, address all necessary adjustments with the supervisor before month close end.
• Oversee monthly and quarterly VAT reporting and ensure that financial reports are submitted to different government bodies, as applicable.
• Oversee preparation of weekly and monthly cash flow. Plans and requests cash disbursements.
• Train and coach other finance staff members in the country office
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily comprehensive.