Officer, Finance

Reporting to the Coordinator Finance, Administration and IT, this position will provide Finance services within the office of Burundi with support to the Country Cluster Delegation Office and will guarantee services delivery, ensuring trust and accountability with zero tolerance in fraud and corruption.

Financial Management & Accounting

• Ensure that IFRC internal control is maintained and ensure that transactions are valid and comply with IFRC procedures.
• Work closely with the National Societies to obtain and review financial reports and record them regularly and assist with required review/spot-check process with NS as per set scheduled and WWPP procedures.
• Ensure the provision of accounting services and ensure financial transactions are recorded in appropriate journals and posted daily into our ERP Financial systems (Microsoft Dynamics), to allow timely month-end financial closure process within the established due dates.
• Review and verify that proper documentation is submitted, verify coding and accuracy, obtaining appropriate approvals.
• Perform monthly review of the Balance sheets warnings; proceed with reconciliation of IFRC Accounts Payable and Accounts Receivable (Working Advances to staff and National Societies).
• Perform all regular/routine accounting duties as per Federation procedures and policies.
• Ensure submission of financial statements, reconcile, and provide explanations of balance sheet items monthly.
• Assist with monthly invoicing for services to the Integrated Partner National Societies and closely monitor any discrepancies.
• Prepare and regularly update contracts and commitments documents and ensure all contractual obligations for payments are honoured and any discrepancies are reported.
• Review transactions booked in the system on a weekly basis and ensure they reflect adequate coding. Perform expenditures reallocations in ERP using appropriate journals and ensure appropriate approval annexed.
• Run monthly exception reports to support the account closing routine.
• Help maintain BvA tool put in place with National Societies for Budget and Expenses monitoring. Support follows up with WWPP set-up for fund transfer, spot checks, and reporting etc.

Treasury

• Monitor timely submission of forecasts by project managers and prepare documents that will help submit accurate and timely cash requests.
• Ensure funds available in banks for programmes / operations and office running costs are consistent with organizational banking policies and help monitor field bank account balances with a view to minimizing risk of loss due to forex fluctuations.
• Review cash and bank payments and ensure they are processed per IFRC procedures and ensure monthly up-to-date reconciliations are completed, approved and sent out to Regional Finance Unit.

Financial Advice and Support

• As required, support operations and programmes team with the provision of adequate finance and administrative support in our field offices.
• Assist the Coordinator Finance & Administration in quarterly budgets preparation and review of the Shared Office and Services Cost (SOSC) rate process.
• Closely monitor all financial activities and advise on any potential and/or negative impacts on internal controls or financial management performance.
• Provide required briefing to PNSs finance and support staff on Federation financial management systems, finance, and audit issues and overall briefing on IFRC Policies, guidance, staff benefits, etc.
• Maintain an efficient and confidential filing system.

• Support the Finance unit to implement any audit recommendations
• Inform supervisor on any financial anomalies and work together to minimize the potential risks.
• Report any fraud and corruption practice.

  Audit and Compliance

  • Preparations of bank reconciliations statements
  • Support Monthly reconciliation of National Societies working advance accounts
  • Support reversals of deposits and prepayment account to the relevant projects.
  • Run the reconciliation of suppliers’ accounts and follow up on any difference identified
  • Act as a focal point for the reconciliation of all the balance sheet accounts in liaison with other Finance officers.
  • Ensure timely and accurate monthly close of accounts specifically assigned. This involves reconciliation of various accounts and ensuring compliance with the organization finance procedures.
  • Carry out reconciliation of deposits and prepayment accounts.

   Support

  • Support, train and assist programme departments in the production of financial reports to donors. Validate all reports prior to submission and assist programme departments in all areas of financial matters regarding donors.

  Procurement

  • Support tender committee-Review of supplier lists-Support pre-qualification exercise. Verification of contracts.

   Administration

  Assist in the communication and enforcement of all financial policies and procedures as well as the improvement of areas identified

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