Finance Officer

Johanniter International Assistance is recruiting a Finance Officer.

Job Responsibilities and Accountabilities

Overall job purpose

To manage and record the Transactions into the SUN Accounting Software and ensure payments to all suppliers based on the invoices generated from Logistics and administrative Offices; Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities.

Reporting lines

• Reporting to: Senior Finance Officer.
• Supervising: Finance Assistant.
• Receives technical advice from: Finance Coordinator/Finance Manager/Senior Finance Officer.
• Gives technical advice to: Finance Assistant/ Finance Intern/ Partners.
• Standing in for: Senior Finance Officer.
• Replaced by: Finance Assistant.

Tasks

Strategy and Vision

• Actively supports the values of Johanniter and shapes his/her work according to these values.
• Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility.
• Supports the implementation of the country strategy in his/her area of responsibility in line with the global JIA strategy.

Leadership

• Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals.

Administrative Duties

• In Coordination with Senior Finance Officer and Program Managers, gives advices and monitor the field office finance department and participate in budget development, budget monitoring and budget review meetings.
• Ensure that expenditures are properly recorded in SUN upload template and Upload it to Sun system Software.
• Responsible for the management of cash & bank books.
• On a daily basis, record all the transactions into the Cash and Bank Book and ensure that the booking texts conforms to the organizational financial guidelines, L codes are completed.
• Ensure the safety of the safe and perform Cash Counts every Friday (in presence of Senior Finance Officer and Coordinator) and file cash counts in file.
• Ensure accuracy and completeness of the cash/bank books and ensure proper filling of all financial documents.
• Extract Budget Monitoring Reports from SUN System on 12 th of each month, organize monthly BVA’s review meetings with Program staff. Discuss over/underspending issues and share report feedback.

Processing and payment to suppliers/vendors

• Receive payment requests from Logistics department and prepare the voucher of payments and submit to Senior Finance Officer for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly.
• After approval release payment and record it in Bank or cash book.
• Ensure that all receipts and its supporting documents are stamped using the Johanniter Approval/ Paid stamp and Donor stamp, and that all invoices and or receipts are signed by the suppliers.
• Ensure the invoices are arranged in a chronological order and file them accordingly in the various files for each cashbook.
• Ensure that all checks to suppliers and bank transfers are done when necessary and Assist the Senior Finance Officer with banking related issues.
• Pay market visit on random basis to cross check prices of different items to ensure that prices offered to Johanniter are matching the market prices.

Cashbook Management – Recording Transactions into SUN field upload template

• Maintain the Cashbook and Bank Book (including specified SUN upload template) prepared, ensuring that all transactions are properly recorded.
• Ensure booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated.
• Upload cash reports on SUN system for review and posting. Including Field reports.

Support to ensure the accountancy in terms of quality, reliability and transparency

• Ensure the management of cash boxes (following up advances and maintaining the advances register, physical inventories, expenditure conciliations, etc.).
• Prepares the monthly cash forecast for the projects in coordination with the programme team and partners and submits it to the Senior Finance Officer review, approval and timely disbursement.
• Check purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematically signed by authorized persons).
• Check that expenditures are validated by the management taking into consideration all the Validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and the Program Coordinator at the HQ.
• Check the justification documents and their conformity (requisition forms, quote analyses, invoices, inventories, etc.) in for all the transactions done before payments are made.
• Ensures all vouchers from Partners are photocopied after thorough checking of all necessary documentation, relevant signatures and any other requirement as per the financial guidelines. Uploads them as intended (e.g. 4juh).
• Ensure all vouchers are properly filed for audit purpose and access to the documents is limited to finance staff only.

Update, control and validate the monthly accountancy

• Close monthly finance report on of each months and share with the Senior Finance Officer for review and uploading on SUN System.
• Perform monthly cash counts.
• Analyse cash box disparities and inform the Senior Finance Officer immediately in case of any differences realized.

Administrative Procedures

• Maintain all administration files.
• Assists the Finance Coordinator and Senior Finance Officer in preparation of projects financial reports (monthly, quarterly and final).
• Supports the Finance Team during the Audit process ensuring that all documentation required is made available to the Auditors.

Safeguarding

• Contributes actively to the implementation of the JIA Code of Conduct and all safeguarding policies.
• Maintain high level of confidentiality at all times if you come aware of any safeguarding issue.
• Does not take any step to investigate any known safeguarding incident or rumour.
• Report any safeguarding rumour and incident.
• Disseminate Johanniter’s position of zero tolerance as well as policies to all stakeholders (People we work with) at all levels.

Person Specification

Professional Qualification and Experience:

Essential:

• Bachelor’s Degree in Business Administration, Accounting, Management or equivalent.
• Member of OCAM.
• Minimum of two (2) years of solid experience in financial management, and administration in an INGO setting.
• Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is essential.
• Experience in working with public donors USAID, BMZ, AA etc. and partner organizations.
• National staff.

Desirable

• Member of OCAM.

Skills

• Honest and of high integrity.
• Ability to Multi-task while maintaining a stringent eye on detail.
• Excellent interpersonal, communication, negotiation and representation skills.
• Accurate and precise work style.
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines.
• Flexibility, ability to adapt, good team player, discrete, responsible and innovative.
• Fluency in Portuguese and Knowledge of English will be an added advantage.

Please note: This job description is subject to change and will be adapted according to operational requirements. In addition to the tasks listed above, the person holding the position is obligated to carry out individual assignments on instruction of the superior person, which by their nature belong to their activity or result from operational necessities. The person holding the position carries out work which, because of its infrequent occurrence, is not included in the job description but which, by its nature, belongs to the position.

It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.