Finance Officer – Garowe, Somalia

CARE INTERNATIONAL – TERMS OF REFERENCE FOR FINANCE OFFICER – GAROWE-SOMALIA

General Objective

The position is responsible for ensuring accountability and efficiency in the management of payables, staff receivables and monitoring liquidity and working capital.  S/he will also be responsible for relationship management with the bank including maintenance of bank accounts, completeness of supporting documents of all financial transactions before being posted to the financial system as well as payroll upload, allocation, and reconciliation.

Specific Roles and Responsibilities

Ensure that all Program and Program Support financial transactions are in accordance with CARE Somalia’s policies and procedures

• Before posting an invoice to the JIRA portal, the Finance officer must ensure that for purchases of goods greater than the petty cash threshold determine whether; Type and unit price of each item on the invoice matches the same information per the purchase order. And all documents have sufficient approval and signing authority.
• Check the mathematical accuracy of the invoice.
• Inspect the Purchase Requisition Form (PRF) to obtain the expense coding information.
• Determine whether the vendor has an outstanding balance and modify the entry to reflect the outstanding balance.
• Before posting a disbursement (cheque or cash) request form to the JIRA portal, you must determine whether; the request is adequately supported by documentation and has been properly approved.
• Before posting a Travel Expense Report (TER) to the JIRA portal, you will ensure that there is sufficient signature authority for payment.
• Scrutinize and ensure that all payments made are related to mission policy, are clearly documented and conform to donor regulations.
• Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts.
• Post all correct entries in PeopleSoft daily and ensure that all financial data is properly entered and closely monitor to ensure that correct account codes, fund codes and project IDs are entered for each transaction.

2:         Printing Cheques

• Prepare the cheques based on the register and submit them and “payment packages” to an authorized cheque signatory.
• Ensure that vendor statements are reconciled to PEOPLESOFT monthly, and records kept of what have been paid/outstanding.
• Ensure that statements are presented monthly for review.

3:         Monitoring and collection of receivable and payable

• Review all sub-ledger balances on a weekly basis and collect outstanding receivables.
• Ensure that the sub-grants sub ledgers are reconciled with finance PEOPLESOFT and sub-office records.
• Ensure that reminders for all outstanding receivables are sent to staff responsible and make follow up on the collection.
• Ensure that all cash receipts are recorded and banked promptly and intact.
• Ensure that all deductions where applicable are made monthly.

4:         Treasury Management

• Ensure that the sub-office signatory list is up-to-date and any changes that occur are forwarded to Main Office for review and approval by the Country Director
• Request for cash transfers from Main Office, monthly, based on a cash flow provided by various departments/projects, ensuring that sub-office/mission is not exposed to unnecessary fluctuations by holding unnecessary huge cash balances.

5:         Cash Management

• Ensure that the sub-office always has cash and maintains minimum balances in the accounts.
• Submit monthly cash flow needs on or before the due date.

6:         Sub-Office Operations

• Facilitate the monthly closure of the financial transactions at the sub-office and ensure that the report is sent to the Main Office on or before the due date.
• Ensure that all sub-office finance-related issues that may arise out of the monthly financial review are followed up and addressed conclusively.
• On a monthly basis provide to Main finance the accounts schedule to ensure that the balances agree to the TB balances
• Ensure that the sub-office accounts for all cash receipts received monthly.

7:         Other duties

• Ensure that all supporting documentation and audit information is prepared and ready for audit purposes.
• Ensure that all supporting documentation to donors is prepared and sent on a timely basis as may be required.
• Ensure that the Sub office financial documents are scanned to the quality outlined in the guidelines provided.
• Assist in coordinating all that is required as and when either CARE USA or external auditors schedule audits for the sub-office.
• Supervision of the staff
• Support other functions within the department when required.