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Background:
Background:
The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering; it seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.
The Center is implementing an initiative to launch a nationwide Youth Citizen Observer (YCO) Network to strengthen the role of young women and men, who, through independent grassroots monitoring, local peacebuilding, public reporting and advocacy, will help expand youth political participation and protect civic space.
To read more about the Carter Center’s previous work in Sudan, please visit: https://www.cartercenter.org/countries/sudan.html
The Carter Center seeks a Finance Officer based in Khartoum, Sudan. The Finance Officer will have direct responsibility for financial, administrative, logistical, and other duties for the Carter Center’s Peace Programs country-wide.
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Duties and responsibilities:
Financial Management Reporting
- Provide accounting and finance support to all activities of the Carter Center Sudan Peace Programs, ensuring compliance with internal controls, the Field Office Financial Policy and Procedures Manual, donor regulations, approved budget restrictions, and the applicable local laws.
- Ensure that all journal entries to Quickbooks are properly documented with approved check or cash vouchers, accompanying invoices, delivery receipts; whenever applicable signed contract(s), bid analyses forms, purchase orders, approved timesheets, approved Travel Expense Reports.
- Conduct the month-end closing of Quickbooks on the 25th of the month and provide to field office management all the mandatory financial report package for each month completed within the next three business days. This reporting package is to include the following, for Field Office management review:
- Balance Sheet
- Monthly Transaction Listing,
- Detailed Profit and Loss Report
- Bank Reconciliation
- Cash Count and Reconciliation
- QB closing checklist
- Prepare monthly bank reconciliations between the Bank Statements and Quickbooks balance. Document the reconciliation process identifying the reconciliation items through a Bank Reconciliation statement signed by the Deputy, for submission to Atlanta along with copies of the monthly bank statement/s.
- Maintain in a safe location all original Cash or Check Payment Voucher files for all payments made during an accounting period (by Month). These Voucher files are to contain signed/ approved check or cash payment vouchers supported by vendor invoices, payments, timesheets approved by supervisors, and other records pertinent to a business transaction. These payment vouchers may be audited by Atlanta and independent Auditors on a test- basis, on demand.
Cash Management
- Monitor the operating cash status of the field office to ensure adequacy of cash in the field office to cover expenses and outstanding liabilities.
- Prepare the monthly cash budget to supplement the Request for Operating Cash, for the Deputy review and approval before transmission to TCC Atlanta.
- Prepare a monthly variance report between the cash forecast and the actual expenditures. Highlight results of the variance analysis with an eye to unforeseen expenses, overspending on expense lines and non-compliance with donor rules.
Payments Processing
- Coordinate with Health Sudan office for the recording and payment of Peace Program staff payroll in the field. This means providing the Health office, on a timely basis, the necessary staff information to process payroll e.g. hires, terminations, promotions, changes in status, and making sure our staff salary payments are accurate.
- Based on a Management-approved Trip and/or Event budget, prepare Advances for travelers and document staff acknowledgement. Ensure no travel advance is given to a traveler who has an outstanding advance from Carter Center.
- Review standard Travel Expense Report (TER) submitted by the Carter Center staff / traveler. This is done by matching the expenses reported in the TER against actual receipts. Traveler must ensure that his/her Travel Expense Report is signed by the supervisor. Escalate all exceptions and issues to management for appropriate action, including disciplinary action or non-payment.
- Process vendor invoices for payment using the three-way match (Purchase order, Invoice, Goods Receipt by the relevant staff member)
Subgrant Financial Reporting and Training
- In coordination with the Grants Officer/Manager:
- Provide financial training for partners and subgrantees on the Donor’s or Carter Center’s financial processes, regulations and reporting requirements, depending on the funding source of the subgrant payments.
- Review partners’ accounting records and financial reports to TCC to ensure accuracy, completeness, conformance to the subaward budget and donors’ standards for proper documentation and report findings to the Deputy.
- Coordinate, review and consolidate the financial reporting of subgrantees with Atlanta-Program according to subgrant agreement terms for tranche payments.
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