Finance and Support Services Manager
Provides supervision to:
National Office Accountants *3
Financial Authority / budget:
(amount controlled/impacted by the position)
Purpose of the position:
To supervise operations of the accounting department through good planning and monitoring of duties of accounting staff. To implement financial policies in the areas of: budgets, cash management and forecasting, funding by donor, recordings and documentation, and financial reporting and ensuring compliance with World Vision policies, local and donor regulations as they relate to financial matters.
Communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.
Major Responsibilities: (please define in output format – 1-10 things of what you expect to see as a result of this position)
(Accountabilities and results)
PLANNING AND CONTROL:
Supervise and coach National Office Accountants in the financial accounting office
Prepare funding cash flow forecast to ensure adequate cash is available every month
Participate in preparation of national office support cost budget
Act as a member of the national office procurement/tender committee to advise on financial matters
Calculate and communicate monthly rolling exchange rate to all stakeholder in collaboration with the Finance Manager
STEWARDSHIP, ACCOUNTABILITY AND QUALITY FINANCIAL MANAGEMENT
Review accuracy of invoice outstanding report and authorise payments to be processed by SSC
Ensure accuracy and completeness of codes and confirm budget availability for NO expenses.
Ensure advances provided are for business activities, properly authorized and approved per FM
Financial Systems Management:
Coordinate implementation of Global Centre system initiatives relating to disbursement and income management (SA, Cashwyze, Cash Forecasting, Bank Reconciliation Templates, Business online, Payroll interface, LDR, S2P).
Ensure timely submission of scanned invoices to SSC Ghana from the NO accountants.
Follow up and address timely any issue related to payment processing from SSC to ensure prompt payment of suppliers and service providers
Run the bank output file and ensure authorized signatories receive and approve timely the bank transfers.
Correct payment made for goods/services received and within agreed payment period
Prompt payment of PAYE taxes and statutory payments in liaison with P&C.
Process government tax reporting and remittance(such as payroll tax deduction, withholding tax) in compliance with all local regulations
Prepare reconciliations of tax payable accounts
Accounts Payable Systems Management:
Tracking timely payment of creditors per FM to ensure clearance of outstanding balances at month end.
Prepare reconciliation of tax payable account (account 2300).
Review and authorize processing of transactions in accounts payable and post data in Sunsystems
Perform account allocation of accounts 170, and liability accounts (200, 230, 240, 250,255 and 260) on monthly basis
SA & PA Systems Management:
Manage interoffice billing through the Settlement Advice (SA) and Pre-Approval (PA) system.
Associate Pre-Approval and Settlement Advices within 30 days.
Provide information relating to inter office billing to the Finance Manager for response
Cash and Banking:
Review cash receipt book and ensure cash is banked within 24 hours and intact.
Review petty cash statements regularly and that replenishment is done timely for smooth running of the office.
Review Cash register for the office to monitor cash balances for smooth running of the office every day
Prepare bank reconciliation statement of national office main account
Update the bank signatories list on a timely basis.
Mentor and coach staff on financial policies, procedures and financial management in general.
Train finance and non finance staff in financial systems relating to disbursement and income management (GEMS, SA, Cashwyze, S2P)
RECORDING AND REPORTING:
Confirm and record direct funding from support offices
Prepare local income summary and attach on financial database on monthly basis
Prepare reconciliation of account 300 with GL from the Global Centre
Record direct charges from Global Centre and other World Vision Offices
Record, reconcile, and coordinate Gifts in Kind information and records with GIK focal person
Prepare bank reconciliation for the main NO bank account
Prepare suppliers account reconciliations on monthly basis
FINANCIAL RISK AND DATA SECURITY MANAGEMENT:
Manage cash on hand, funding received and bank balances to be kept accurate, secure and intact, and reconciled regularly.
Manage suppliers and services providers in liaison with supply chain to preserve good name and image of the organization
Thorough review of accounting transactions and documents before processing
Attend devotions, staff chapel and day of prayer.
Perform other duties assigned to enhance World Vision LESOTHO ministry
Must be a committed Christian, able to stand above denominational diversities.
Attend and participate/lead in daily devotions and weekly Chapel services.
Perform other relevant duties as required.
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through acquired through a combination of formal or self-education, prior to experience or on-the-job training:
Working knowledge of sponsorship operations, finance services and practices is an added advantage.
Excellent computer skills in Excel & Sun-systems software/Vision Excel and Vision Executive.
Grants management certification.
Demonstrated ability in supervision.
Experience in managing donor funds.
Good planning and organizational skills.
Ability to maintain effective working relationships with all levels of staff and public.
Commitment to World Vision Core Values and Mission Statement.
Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context.
Working Environment / Conditions: