Senior Finance Officer-Stock & Fixed Assets 62 views

Under the direct supervision of the Commercial Finance Manager, functional reporting to commercial service manager (MCH) the Senior Finance Officer-Stock & Fixed Assets will be responsible for overall supply chain management, computation & dissemination of purchased & donated medical and non-medical suppliers and fixed assets and costing information. Reconciliation of SUN stock account balance with Peachtree’s/inventory software  itemised list of stock balance & maintenance of  itemised list of purchased & donated stock by funder & project codes; allocation of monthly consumption by location/cost centre, channel ,funder, and project code, & donor reporting line; Summarising and reporting of monthly & annual stock variances ;reconciliation of regular stock counts against Peachtree/inventory software  & SUN balances and Service Numbers; reconciliation of stock movements between MSIE business units (ETA & ETB); and preparation of stock journals for review and posting by his/her line manager.

The role also carries responsibility for physical verification of MSIE fixed assets and reconciliation with the SUN Fixed Assets’ Register and other registers maintained by Assets Management, Programme Offices, and Centres/Clinics and program offices.

In addition, the position holder makes sure effective stock & fixed asset controls are in place in line with MSIE financial and inventory management policies and procedures

DUTIES/TASKS

Stock

Purchased goods

• Working closely with channel leads, procurement and accounts management teams, ensure locally and/or internationally purchased and/or donated items are recorded accurately and consistently with all applicable information such as product/item ID, expiry dates, quantity, valuation, donor & project codes and stock location per Cost Centre codes in Peachtree accounting software and SUN 6 financial management System
• With close collaboration with program team, warehouse and accounts management teams, ensure all international purchased items through MSI UK are received locally and issued good receiving notes are issues timely and reflect accurate valuation in birr for purchased items using timely exchange rates.
• Maintain a redundant copy of relevant procurement files such as payment voucher, purchase order and good receiving notes for future audit trials and stock reconciliation process

Donated Goods

• Working with warehouse management and procurement teams, ensure donated stocks are received on timely manner and mandatory supporting documents such as request for donation, good receiving note, donation certificates and stock valuation letters are consistent and complete
• Maintain a redundant copy of donated stock documents such as request for donation, good receiving note, donation certificates & stock valuation letters
• Report to Director of Finance for any new receipt of donated stocks for donor and project code creation in SUN 6 before recording stocks received in Peachtree accounting software per product/item ID, expiry dates, quantity, valuation, donor & project codes and stock location per Cost Centre codes
• Ensue action taken on as per donor requirement regarding any remaining/unused stock items. In the process no stock balance shown in closed projects.

Stock Dispatch from Central Warehouse to Program office & Centres

• Working with warehouse management teams, ensure stocks dispatched to Program office & Centres are per distribution list approved by line managers and all relevant documentation such as Stock issue vouchers reflect coding parameters such as product/item ID, expiry dates, quantity, valuation, donor & project codes and destination stock location per Cost Centre
• Ensure each dispatch of stock is supported with good receiving notes from receiving warehouse that is consistent with dispatched product/item ID, expiry dates, quantity, valuation, donor & project codes and destination stock location per Cost Centre
• Ensure dispatched items from Central Warehouse and received by program offices and Centres are accurately recorded in Peachtree accounting software and SUN 6 financial management System every month

Inter-store Transfers management

• In time of stock transfers between social marketing store to central warehouse, from  Centres and program offices, ensure to maintain complete and accurate supporting documentation such as Stock issue vouchers and good receiving notes containing product/item ID, expiry dates, quantity, valuation, donor & project codes and dispatching and receiving stock location per Cost Centre and supply cost recorded to actual consumption cost centre.
• Ensure accuracy of stock movement recording between dispatching and receiving stock location for product/item ID, expiry dates, quantity, valuation, donor & project codes and dispatching and receiving stock location per Cost Centre Peachtree accounting software and SUN 6 financial management System every month and channel wise, cost center wise consumption and cost analyses is submitted to line managers every month.

Stock Consumption and movement Reporting

• Working closely with warehouse management team, and Program/Centre Finance & admin officers and respective store in-charges to ensure monthly stock consumptions report in prescribed format from each store, program offices  is reported timely each month with consistency and accuracy for product/item ID, quantity, valuation, donor & project codes and stock location per Cost Centre.
• Record and update Peachtree accounting software and SUN 6 financial management System for stock consumption every month and ensure month end stock balances are consistent between Peachtree accounting software and SUN 6 per each stock location, donor and project codes
• Responsible for  consolidated monthly stock consumption and movement report on the 3^rd day of the following month per each Stock location, donor and project codes.
• Responsible for monthly stock reporting and posting of consumption and movement of stock in SUN 6 accurate and consistent with Peachtree accounting software
• Responsible for preparing stock consumption analyses like cost center wise, quantity, value, near expiry, non-moving stock items, high value stock items, consuptuion rate, re-order level, reconciliation with service numbers and submit such analyses report every month to respective line manager for programmatic decisions.

Stock Counts and Reconciliation

• Responsible to ensure  monthly, quarterly and annual stock counts for all warehouse locations per updated and accurate moving average unit cost and stock balance maintained in Peachtree accounting software.
• Maintain accurate, signed and approved stock counts for each warehouse with mandatory information such as product/item ID, moving average unit cost, quantity, expirty dates and total stock valuation balance
• Prepare monthly/quarterly and yearly report for expired and obsolete stock items per product/item ID, quantity, valuation per moving average unit cost, donor & project codes and stock location per Cost Centre for management review and approval for expired stock provision
• Conduct a detailed & consolidated quarterly and yearly stock reconciliation with aim to reconcile stock balance position between Peachtree accounting software and SUN 6 per warehouse locations, donor and project codes considering factors driving stock value differences
• Recommend stock adjustment entries in either Peachtree or SUN 6 as a result of monthly, quarterly and yearly stock reconciliation and ensure such adjustments are made on a timely manner
• Ensure stock adjustments are properly analyzed with root cause and share with line manager for decision making inputs.

Support and Capacity building

• Assess and evaluate monthly, quarterly and yearly reporting performance of stock moment, consumption and count by program/Centre Finance and Administration officers & Central warehouse management teams
• Identify stock management related capacity gaps in general and/or specific to one cost center and non-compliant to stock management policy and report to Director of Finance and concern Department Director/channel lead.
• Proactively engage and collaborate with stock management, Finance and program/Centre Finance and Administration officers, store in-charges to build their capacity aiming to enhance stock management practices
• Travel to program offices, Centres and central warehouse to conduct assessment of stock management practice and provide on-job training when needed

Fixed Assets

• Ensure assets codes are given to newly acquired fixed assets
• Analyze the Capex in progress account on a monthly basis and ascertain the transactions charged to this account are actually in progress/ not ready for use
• In collaboration with the Assets Management Team, tag the fixed assets with unique reference numbers that is the same as or can easily be reconciled with SUN given asset codes
• Organize and lead annual all fixed assets physical verification process in collaboration with the Assets Management Team and Support Office, Programme Offices, & MCH Centres staff
• Reconcile SUN Fixed Assets Register Vs Assets Management’s Fixed Assets Register vs Physical Verification and justify or account for the variances or update the respective Fixed Assets Registers accordingly
• Ascertain & assess value of assets (Cost, Book value, & recoverable amount) as per SUN Fixed Assets Register & market information before transfer, donation, disposal, sale, or write-off
• Review and recommend revaluation and impairment of fixed assets, if required.
• Review SUN Fixed Assets Register monthly and report any risks or unreconciled balances to the Finance Director and concern department director.
• Maintain Fixed Assets lists by funders and projects for active donors

PERSON SPECIFICATION

Qualifications &Requirements

Education:

• BA/MA/MBA in Accounting, Finance, Procurement, or Supply Chain Management

Experience:

• Minimum experience of 2 years for MA/MBA holders and 4 years for BA holders is essential.

• Experience in Medical & drug supplies or inventory/property management in Pharmaceuticals or Fast Moving Consumer Goods (FMCG) businesses is preferred

Skills, Attitudes and Attributes:

• Excellent computer skills  Microsoft Office packages
• Excellent analytical skills using excel/access sheet
• Proactive and self starter
• Ability to identify and analyses problem and act proactively
• Team work
• Work under pressure and time bound deliverables
• Capacity to adopt systematic recording and filing
• Knowledge of Peachtree, SUN accounting systems, or any other accounting /Stock Management software packages
• Pro-choice

Number of Position: (01)

Duty Station: MSIE Support Office, Addis Ababa

Employment Type: Full time

Salary:  As per MSIE Salary Scale