Country: South Sudan
Closing date: 22 Feb 2016
ESSENTIAL JOB FUNCTIONS:
Working in the Juba office under the general direction of the Director of Finance and Administration, this position is responsible for:-
All aspects related to donor reporting, ensuring reports are submitted to the donors on or before the set deadlines.
Playing a leading role during month end closing processes; ensuring accounts are processed accurately and on a timely basis.
Oversee and manage monthly financial close by preparing ALL reports that are due, ensuring they are reviewed, approved and submitted to DC on or before the due dates.
Providing technical financial support and supervision to a team of field office accountants, ensuring PSI policies and procedures and donor rules and regulations are followed that should lead to accuracy in data preparation process.
PRIMARY RESPONSIBILITIES.
Donor reporting.
Prepare monthly, quarterly and / or as per the donor rules, financial reports ensuring they are complete, accurate and produced on a timely basis to ensure adequate review, approval and submission to the donors via the relevant programs unit.
Collaborate with the DC office via the DFA to include DC related expenses and any fees due to PSI in the financial reports.
Ensure that donor reports (budget and expenses) reconcile to the QuickBooks data at any given cut-off period.
Work with the Director of Finance and Administration (DFA) to identify any matters arising in the financial reports such as overcharging budget lines and wrong coding of expenses and ensure that appropriate action is taken.
Work with the Financial Coordinator to ensure that any adjusting entries that need to be passed as a result of findings in financial reports / ASR discussions are addressed within the month identified.
Ensure that a hard copy of all donor reports submitted are filed appropriately for ease of future reference.
Establish and maintain a proper filing system for all financial related documents for all grants. These include but are not limited to a copy of the signed contract, all financial reports sent out, any modifications, any important email communication etc.
Maintain donor rules and regulations for all grants and contracts in file for ease of future reference.
Budgeting.
Assist the DFA in the review of the platform operating budget to ensure that it is up to date for all funding sources; that the costs are adequate in terms of completeness and reasonableness; that the country office has a plan for funding “gaps”, if any.
Ensure there is a participative approach in the budgeting process which involves finance, operations, logistics, administration, programs, human resources and other relevant sectors.
Ensure that there is available standard budgeting information, which is current, on unit costs to enable staff budgets with accurate figures.
Review financial reports to ensure that all costs have been fairly allocated as per the common cost policy.
Review financial reports to ensure that coding of expenses is being done correctly as per donor approved budget, and in cases where this is not done - take corrective action.
Month end closing and financial reporting.
- Ensure that the month end closing process takes place on a timely basis.
- Ensure that all reports required on a monthly, quarterly, semi-annually and annually are prepared and submitted on or before the due dates
- Use the month end closing checklist to identify reports to be prepared at the end of each period e.g. TB, Balance sheet, CTL
- Prepare Bank Reconciliations' for PSI South Sudan offices and submit to the Director - Finance and Administration (DFA) for review, on or before the 5th of the following month.
- Prepare CTL reconciliations between CTL and QuickBooks on or before the 5th of the following month for review
- Ensure that all financial reports are consistent and accurate before submission to DFA for review.
- At the end of each month prepare the balance sheet reconciliations' for outstanding balances in the balance sheet and submit this to the DFA on or before the 15th of each month ensuring that balances are adequately supported and explanations provided on long outstanding balances as defined by PSI policy.
- On a monthly basis follow up on issues arising out of the balance sheet reconciliation process. These include follow up on old outstanding advances, unpaid taxes, unadjusted accruals and donor receivables / payables, accounting errors identified etc. This will involve discussing and documenting the current status of asset and liability accounts and ensuring that appropriate corrective action is taken.
Field office support.
Work with the accountants in the sub offices on the month end closing process ensuring reports and documents are sent to Juba on a timely manner to facilitate the platform close process.
Conduct regular visits to the field offices to ensure that finance officers are performing the functions as per laid down PSI policies and procedures.
Review all vouchers from the sub offices ensuring they are adequately supported and approved
Any set of vouchers not complete need to be addressed - by communicating with the relevant sub office accountant with an aim of completing the package as per PSI policies and procedures
For all vouchers that are complete and properly approved, forward to the Finance Coordinator for Data Entry of the transactions into QuickBooks, in the appropriate company.
Plan for field office visits to provide training and support to staff. During field visits follow up on any problematic areas that may have been identified during the review of sub office documents.
Through discussion and observation, asses the experience and knowledge of Finance staff in field offices and provide recommendations to the DFA.
Review field office accounting procedures to ensure they are in compliance with PSI policy and procedures.
Minimum job specification requirements.
Diploma in Finance & accounting with minimum of 7 years of working experience in finance or Bachelor’s degree in Finance & Accounting, BBA with specialization in Finance with a least 4 years of work experience.
Advanced knowledge & Experience in use of QuickBooks (must).
Other preferred professional accounting qualifications e.g. ACA, CIMA, ACCA, CPA etc. or its equivalent is preferred.
Must be a South Sudanese National with valid Nationality ID card.
Other Skills.
Ability to use financial soft wares e.g. Quick books, CTL, Saga etc.
Ability to demonstrate initiative, be proactive and offer a solution-oriented approach to problems.
Determined and committed to high quality approach in achieving PSI South Sudan goal.
Sensitivity to cultural difference and ability to work in a wide variety of cultural context.
Must have managerial skills, such as capacity building skills, budgetary skills, analytical skills, supervisory skills, coaching, mentoring skills, performance appraisal and excellent communication skills.
Knowledge and good understanding of institutional donor requirements.
Knowledge of Finance Systems and procedures in a program.
Able to meet deadlines in Making quarterly, and Monthly Financial Reports to Head office.
Effective financial management skills.
How to apply:
Qualified interested applicants should send non-returnable copies of Cover letter, updated CV, Academic credentials together with Nationality ID Card including list of three professional Referees to:
PSI South Sudan, HR Department by email:jobs@psi-southsudan.orgor drop hard copies at PSI South Sudan main Reception, at Hai-Kololo, Tongpiny, Juba office.