- Supervise Port Sudan office daily accounting function and ensure proper application of the CIS policies and procedures:
- Directly supervise Port Sudan based Finance Officer; develop and update Finance Officer and Finance Assistant’s Job Description; provide ongoing performance management, training and capacity building.
- Supervise/monitor all Finance system modules and daily transactions to ensure the accuracy of the data.
- Ensuring invoices received from departments are reviewed on time and transferred to Global AP for data entry and pay-cycle has been completed on time to avoid delays in vendor and staff payments.
- Review all journals of all modules prior to performing the daily posting to ensure that only authorized transactions are included in the day-book.
- Follow up all vouchers entered in the system are valid in terms of currency, FC/) ID as well as transaction are approved by the budget holders on time to avoid the complaint from staff as well as vendor.
- Maintain up-to-date Balance Sheet accounts and sub-ledgers.
- Ensure that all Balance sheet accounts are reconciled and supported with schedule.
- Ensure that all transit accounts are reconciled and outstanding balances resolved in a timely manner.
- Prepare aging schedules for all accounts receivable and resolve outstanding balances. This will include the preparation of deduction schedules monthly, adjustments of balance etc.
- Follow up outstanding receivables and payable balances and co-ordinate with Grant and Field Office team for timely settlement of outstanding balances of staff and partners.
- Keep abreast of CARE accounting policies and procedures and ensure their consistent application.
- Provide technical support to Port Sudan office staff including orientation to newly hired staff on the financial policies and procedures and compliance with FINANCE SYSTEM requirements.
- Work with external and internal auditors to facilitate their work, ensure the completeness of all required documents of the selected sample.
- Work with the tax inspectors and furnish required information to facilitate their inspections.
2. Manage bank accounts and Country Office cash flow:
- Manage County Office bank accounts and cash accounts in efficient manner.
- Maintain complete bank files as required by CARE policies and procedures.
- Monitor bank signatories and ensure timely addition and deletion of the signatories as required.
- Submit requests to CHQ treasury for opening new bank accounts.
- Monitor the bank charges paid on banking services and notify the Finance Controller of any unusual charges follow up with SSC that Bank charges are booked on correct FC/PID.
- Assist Finance Country Finance Manager in the periodical review of banking services and propose any changes.
- Monitor cash balances daily and initiate timely currency conversions to ensure adequate balances in each currency accounts.
- Review and approve the bankbooks upon issuing checks and at the end of the month and propose any corrections needed ensure checks are properly monitored and safeguarded.
- Review all the bank reconciliation prepared by SSC team for KRT account and ensure FO finance officer do the same and report if there is any irregularities.
- Review petty cash transactions to ensure they are correct and match with FINANCE SYSTEM Chart of Accounts and all required supporting documents are attached.
- Conduct a quarterly physical cash count for petty cash fund and document it. Review the petty cash account at the time when grants are closed and avoid missing any payment made from petty cash to be replenished before the grant is closed.
- Liaise with administration, field offices and project managers on their monthly cash requirements and prepare a monthly cash flow analysis, ensure that all Port Sudan vendors’ payments are properly forecasted and included.
- Compile CO monthly cash projection and prepare wire transfer request to CHQ.
- Supervise the implementation of the approved monthly cash flow and ensure that funds are available for Portsudan and field office operations in a timely manner.
3. Review CO Payroll and calculate Payroll Accruals, ensure their timely recording:
- Review monthly CO payroll calculation made by HR to ensure that all changes such as overtime calculation, addition or deletion of employees have been incorporated and are adequately documented. Ensure proper application of Social Insurance and income Tax regulations.
- Ensure timely and accurate recording of national staff monthly payroll.
- Ensure timely and accurate recording of the international staff monthly payroll upon receipt from HQ.
- Calculate accruals/settlements of all benefits and allowances provided to national and international staff as per current HR Policies and Procedures, ensure their timely recording.
- Review End of Service claims for separated staff.
- Ensure all payroll accrual accounts are properly reconciled.
- Prepare accruals for national staff severance, Bonus, and Leave balance and reconcile monthly with the balance on the GL.
- Prepare monthly special accruals und upload in the system on monthly basis.
- Payroll to General ledger reconciliation on monthly basis.
4. Manage Intra-Company billings and Intra-Company account reconciliation:
- Prepare reconciliation of Intra-Company accounts and follow-up on collection of outstanding receivables from other CO’s and CI members; arrange settlement of payable balances.
5. Month End Closing:
- Ensure that all vouchers and journals post before the month closed.
- Ensure that all posted vouchers paid in the system on the date of payment and number of unpaid vouchers minor to zero.
- Allocate SUSP balance by running monthly PAR allocation.
- Reconcile balance sheet accounts before month close and enter the adjustment when needed.
6. Staff Management:
The position holder will manage the finance officer and finance assistant. Based on this:
- Ensure each staff has proper JD.
- Mentor and provide feedback to staff regularly.
- Make sure staff develop accurate annual operating plan that meets the section objective.
- Complete the performance appraisal of the positions on time.
- Determine the development area and recommend management for staff capacity building.
7. Filing:
- Ensure proper filing of all financial documents including the payroll., in a manner that allows easy retrieval of the records for audit and any other management reviewing purposes.
- Ensure each financial document should have both hardcopy as well as soft copy so that the soft copy of the financial document should be restored in cloud drive.
8. Other:
- Prepare specialized reports or analysis as may be required by management.
- Support other functions in the finance department as required.
- Provide Technical Support to Finance Officers at FO so that all donors, CARE and government rules and regulations are uniformly applied.
9.Any other assignment:
- Any other duties that may be required from time to time are commensurate with the incumbent’s qualification and assigned by the supervisor.
III. Authority:
Directly reports to Country Finance Manager.
Directly supervises Finance Officer and Finance Assistant.
IV. Contacts and Key Relationships:
Internal: Admin, HR, Field-Office’s finance and program staff.
External: Internal and External Auditors, Banks.
V. Working Conditions:
The position is in Port Sudan and requires occasional travel to the Field Offices of CIS.
