JOB DESCRIPTION. Job title: Finance Officer (Cash) Location: Aweil. Department: Finance Length of contract: 12 Months

Transcription

1 JOB DESCRIPTION Job title: Finance Officer (Cash) Location: Aweil Department: Finance Length of contract: 12 Months Role type: National Grade: 7 Travel involved: 40 % Child safeguarding level: TBD Reporting to: Senior Finance Officer Direct reports: None Dotted line manager: None Indirect reports: None Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development Country and project background Malaria Consortium began activities in South Sudan in 2005 and is currently implementing an integrated community case management programme for malaria, diarrhoea, pneumonia and nutrition in Northern Bahr el Ghazal, overseeing Global Fund supported universal distribution of LLINs in Norther Bahr el Ghazal, supporting the management of NTDs in four counties in Yei River State through mass drug administration and providing strategic technical assistance to the MoH in Wau, Tonj, Eastern Lakes, 1

2 Western Lakes, Gok, Yei, Juba, Kapoeta and Torit states. Malaria Consortium works with partners at all levels of government in an effort to support South Sudan in rebuilding the health system after successive conflicts. The Health Pooled Fund is a consolidation of funding from the British Government s Department for International Development (DFID), the Government of Canada, the European Union, the Swedish International Development and Cooperation Agency (SIDA), and the United States Agency for International Development (USAID) and aims to support the Government of South Sudan in reducing maternal and infant mortality, ensuring universal coverage, and improving the overall health status as well as the quality of life of the South Sudanese population. The Health Pooled Fund is based on a county model, whereby support is provided to the county health departments for the delivery of health services, health system strengthening and community ownership. Malaria Consortium is planning to support the county health departments in Aweil Centre, Aweil East and Aweil South under Health Pooled Fund. Job purpose To effect timely payments ensuring completeness and accuracy in the payment cycle for South Sudan program Scope of work The Finance Officer Disbursements will be majorly responsible for management of program and travel advance payments, bank payments, posting certain types of documents in the accounting system and support in month and year end closure of accounts. Key accountabilities (percent of time spent on each area) 1. Management of program and travel advance payments (85%) Check and ensure adequate support documents for payment of program advances Prepare cheques for payments ensuring accuracy of payee bank details on payment schedules Carry out beneficiary verification with the objective of accountability for organizational funds Calculate and request the field office s weekly cash needs while working very closely with Senior Finance Officer with the objective of minimising month end cash and bank balances, whilst at the same time having adequate funds available for operational needs. Check thoroughly and ensure no staff has more than one advance at a given time. Follow up all activity and travel advances with staff to ensure advance returns are timely, complete, accurate and advances are reconciled to zero within 14 days Timely inform Senior Finance Officer about staff advance/s older than 14 days with the objective of timely settlement of outstanding advances. Check and ensure correct procedures are followed before any payments are effected Check accuracy of all transactions of the field office before making any bank payment. Support Senior Finance Officer to prepare the monthly return to submit to the Financial Accountant within three days of the month end, including bank reconciliation and petty cash count sheets. Post document into PSF as per need of the department. 2

3 Withdrawal of cash from the bank for all travel and program advance needs. Act as Senior Finance Officer and/or Finance Officer in case of any need. Travel to other locations in case of need by other office. Be responsible for travel advances to project managers, consultants and/or any other staff travels and reconciliation of the same on return and chasing up for trip reports; Assist in issuing payments to trainers, facilitators and consultants both in-house and in the field when there is staff shortage in OMS. 2. Audit (10%) Keep records of all finance payments documents for audit trail Avail documents to auditors when needed Proper filing of all finance documents Upon completion of audit, ensure finance records are secured for seven years as per organization policy 3. Administration (10%): Actively attend and participate in regular team meetings. Assist with other activities as needed or requested for the good functioning of the Office and Programme activities Use organization s assets with care. Person specification Qualifications and experience: Essential 1. Bachelor degree in relevant subject 2. Minimum of one year s experience in a finance position 3. Strong ability to be able to manage and prioritise multiple tasks Desirable 1. Studying for a recognised accounting qualification (e.g. ACA, ACCA, AAT or CIMA) 2. Knowledge of NGO sector 3. Working knowledge of accounting software 4. Good attention to detail 5. Computer skills with proficiency in Microsoft excel Work-based skills: Essential Excellent planning and organizational skills; Ability to work both as an individual and as a team member and under stress in what can be a harsh environment. Ability to communicate effectively with a variety of audiences including and community 3

4 Good interpersonal skills, that is, working relationships with individuals of varying social and cultural backgrounds; Efficient and effective verbal and written communication; Effective time management Ability to find solutions to complex problems in a challenging environment Good planning and organizational skills Good written and spoken English Fluent in locally spoken Arabic Strong negotiation and communication skills Able to work in challenging context, independently Desirable Fluent in local languages Ability to plan and conduct behavior change communication activities; Demonstrated, profound understanding of finance documentation and filing approach A broad range of experience including finance software systems Experience working in the field Core competencies: Delivering results LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements) Makes clear and timely decisions within remit of own role Analysis and use of information LEVEL A - Gathers information and identifies problems effectively Interprets basic written information Attentive to detail Follows guidelines to identify issues Recognises problems within their remit Uses appropriate methods for gathering and summarising data Interpersonal and communications LEVEL B - Fosters two-way communication Recalls others main points and takes them into account in own communication Checks own understanding of others communication by asking questions Maintains constructive, open and consistent communication with others Resolves minor misunderstandings and conflicts effectively 4

5 Collaboration and partnering LEVEL A - Is a good and effective team player Knows who their customers are and their requirements Respects and listens to different views/opinions Actively collaborates across teams to achieve objectives and develop own thinking Proactive in providing and seeking support from team members Leading and motivating people LEVEL A- Open to learning and responds positively to feedback Willingness to manage own development and performance Builds capacity of colleagues by sharing knowledge (induction) and acting as induction buddy when asked Open to learning new things Responds positively to feedback from others Identifies mistakes and takes positive steps to improve Flexibility/ adaptability LEVEL B - Remains professional under external pressure Able to adapt to changing situations effortlessly Remains constructive and positive under stress and able to tolerate difficult situations and environments Plans, prioritises and performs tasks well under pressure Learns from own successes / mistakes Living the values LEVEL B: Promotes Malaria Consortium values amongst peers Shows a readiness to promote Malaria Consortium s values amongst peers. Promotes ethical and professional behaviour in line with Malaria Consortium s values Strategic planning and thinking and sector awareness LEVEL A - Manages own workload effectively Plans and manages own workload effectively Is familiar with Malaria Consortium s mission and current strategic plan Understands own contribution to Malaria Consortium s objectives 5