Finance and Administration Officer at mothers2mothers (m2m)

Job Description

Purchasing and Navigator Processing 

• Enter all invoices into the Accounting system and allocate them against purchase orders.
• Coordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding payments.
• Maintain and update supplier information and do relevant background checks and terrorist/debarment checks.
• Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system.
• To ensure monthly payment reports are produced for the cash flow analysis.
• Maintain an updated list of preferred vendors for the office

 Managing staff and vendor accounts 

• Process travel requisitions and related staff advances.
• Enter staff expenses into the accounting system (Reimbursements and/or advance liquidations).
• Timely payments to suppliers, payments done within 30 days of receipt of invoice.
• Run the creditor report at month-end

Cashbook management and Reconciliations 

• Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team.
• Manage the petty cash process and balance petty cash monthly.
• Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts.
• Ensure that internal bank transfers are correctly managed.
• Follow up on reconciling items above and pass correcting entries where necessary

Month-end and year –end close activities, budgeting & reporting 

• Support the Finance Business Partner in liaising with the finance and support services unit to close the month-end in time and conduct relevant reconciliations.
• Preparation of the operational budget in conjunction with the Head Office team. Review of budgets for the office on Navigator and Adaptive systems.

Administration Support, HR and Asset management 

• Ensure timely submission of timesheets from the team (site and office staff)
• Ensure timely submission of all statutory deductions for Ghana.
• Provide logistics support to the program staff on trainings/workshops.
• Manage the filing system for all financial documentation
• Support with the retrieval of financial data during audits
• Support proposal development and fundraising process, as neede

Requirement/Skiils

• Recognized Accounting/Business degree
• CPA qualification is an added advantage
• At least 3-5 years’ work experience in a related role
• Focused and versatile team player that is comfortable under pressure
• Analytical and problem solving skills
• Structured and process driven
• Computer skills including the ability to operate computerized accounting, spreadsheets and word processing programs at a highly proficient level
• Excellent interpersonal skills; ability to work on own and within various teams;
• Ability to manage competing tasks; ability to prioritize and produce high level output consistently
• Integrity, professionalism and transparency