Senior Finance Officer 15 views

A Senior Finance Officer is responsible for all aspects of the country program’s financial management, ensuring compliance with International Medical Corps internal policies and procedures and donor and in-country regulations. The position is responsible for providing all transactional financial services, including 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
• Contribute to the preparation of the monthly pipeline process by updating actuals for the current month, aligning program projections with the procurement tracker, and providing relevant input.
• Review and approve procurement requests, maintain an up-to-date procurement tracker to enhance pipeline forecasting, and conduct regular follow-ups with the procurement team to monitor transactions statuses.
• Strengthen the collaboration with the other departments through strategic and operational discussions to align with finance department requirements and address challenges faced by the program teams.
• Act as the main point of contact for PalPay, ensuring regular follow-up and maintenance of an up-to-date tracker, and verifying that the monthly ending balance aligns with IMC records.
• Enhance the finance team’s capabilities in recording and managing GIK (Gifts-in-Kind) transactions in accordance with IMC policies. Review journal entries to ensure accurate GIK bookings.
• Follows up on TM1 system entries monthly with program team, ensuring budgets and 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 stored 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 about all checks/bank transfers to proceed with all payments within the period 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 monthly. Keeps track on all Accounts Receivable and Accounts Payable balances, addresses 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.

Ethical Conduct at International Medical Corps

As part of a global, humanitarian team dedicated to saving lives, easing suffering, and building self-reliance, International Medical Corps staff are responsible for adhering to our Code of Conduct and Ethics and for knowing and abiding by International Medical Corps policies and standards. All staff play a vital role in preventing violations of our Code of Conduct and Ethics, including conflicts of interest, fraud, corruption, and any kind of exploitation or abuse. International Medical Corps is also committed to providing a safe and healthy work environment free of harassment, bullying, and other misconduct, enabling staff to build and maintain professional, respectful working relationships.

International Medical Corps prioritizes safeguarding the populations with whom we work from exploitation, neglect, or abuse of children and adults at risk, and/or any form of trafficking in persons. International Medical Corps is committed to engaging members of crisis-affected communities to participate in meaningful ways in a crisis response, including making informed decisions about the assistance they receive, mitigating potential risks, and holding us accountable for the commitments we make. All staff are expected to support International Medical Corps’ culture of accountability toward our stakeholders, particularly the crisis-affected communities and individuals we serve.

As part of International Medical Corps’ commitment to a speak-up culture and as one of the primary ways we collectively hold ourselves accountable for complying with the ethical principles and standards of conduct outlined in the Code of Conduct and Ethics, all staff are required to report suspected or actual misconduct or violations of organizational policies. Our Code of Conduct and Ethics and Whistleblower Policy prohibit any form of retaliation against whistleblowers or individuals who report a concern in good faith. Staff who violate these protections may be subject to disciplinary action, up to and including termination of employment or contractual relationship with International Medical Corps.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

MINIMUM QUALIFICATIONS

• Typically, a 4-year University Degree in Accounting, Finance or Business Administration. Equivalent combination of relevant education and experience may be substituted as appropriate;
• Typically, 4+ years of relevant and progressive experience working in finance/accounting
• Knowledge of varied donor financial regulations such as USAID, DFID, ECHO, UN donors
• Knowledge of accounting principles; experience with accepted accounting principles.
• Experience working with INGOs preferred
• Demonstrated understanding of and experience using accountability and accounting practices;
• Experience in working with computerized accounting systems, experience with ERP systems preferred;
• Must be able to carry out responsibilities independently with minimal technical support from within the organization;
• Committed to continuous learning; willingness to keep abreast of new developments in the field.
• Excellent communication and customer relations skills.
• Ability to coordinate work with others, work under pressure of tight and conflicting deadlines and handle concurrent activities.
• Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for broad representation.
• Can function effectively in a loosely structured work environment and to set appropriate priorities and manage numerous simultaneous requirements effectively;

Fluency in English, written and oral is required. Additional ability to read, write and interpret, technical and non-technical in another language may be required according to post position and official country language