Finance and Administration Coordinator

JOB DESCRIPTIONS

KEY DUTIES AND RESPONSIBILITIES

General Accounting

• Initiates wire requests for field project implementation ensuring compliance to DAI cashflow management policies.

• Verifies vendor invoices for accuracy.

• Verifies accuracy of expenses and project accounting codes.

• Conducts regular cash flow analyses to ensure availability of funds and the accurate maintaining of bank balances.

• Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments.

• Ensures request for payments have appropriate approvals.

• Ensures the timely deposit of cash receipts.

• Responsible for recording and assigning costs based on approved budget in field accounting system (FAS/vFER).

• Performs monthly bank reconciliations and routinely monitors bank account balances.

• Verifies back up documentation for all project-related transactions and ensures completeness and appropriate review and approvals are documented.

• Responsible for ensuring petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed.

• Ensures the safeguard of bank checks, and cash receipts.

• Manages periodic payments to local authorities (Income Tax, Social Security, etc) ensuring they are completed on timely and accuracy manner.

• Maintains file management systems for soft and hard copy documentation.

• Performs periodic cash counts.

• Records non-billable expenses as appropriate and ensures they are thoroughly reviewed and are kept to a minimum.

• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines.

• Analyzes and reconciles project inventory on a regular basis ensuring that the value/purchase price of project assets reflected in the inventory register agrees with the total shown in the cumulative non-expendable account balance.

Financial Reporting

• Responsible for ensuring that any/all contractual financial reporting requirements are identified and complied in a timely and accurate manner.

• Ensures that tax reporting procedures are well documented to facilitate preparation and submission in a timely manner.

• Monitors and submits advance, commitment, and grant reports as applicable.

• Develops and submits other project reports necessary and based on registration requirements to local authorities.

• Monitors and reports on partner/vendor payment schedules and obligations.

Audit

• Supports preparation of internal and external audits.

• Supports responses and actions to internal audit comments.

• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with all regulations and the Field Operations Manual (FOM).

• Performs regular spot audits on project’s files.

• Ensures adequate backup documentation is uploaded to relevant system according to set deadlines.

Travel Advances & Reimbursements

• Reviews travel requests and expense reports for accuracy and compliance.

• Follows procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel.

• Develops and monitors outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.

Payroll

• Processes timely and accurate payroll payments for the Ghana office and ensures leave balance and payroll taxes and deductions are accurate.

• Tracks and monitors leave balances and liability payments.

• Ensures staff compliance with timekeeping policy and recordkeeping.

Financial Systems

• Uses field accounting system (vFER) and DAI’s project management system (TAMIS and TAMIS Pro) etc. regularly.

• Ensures that voucher files are scanned and uploaded to DAI’s System for the Electronic Archival of Financial Documentation – SharePoint.

Policies & Procedures

• Ensures that accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with DAI policies, USAID rules/regulations and the terms of the contract.

OFFICE ADMINISTRATION

• Manage the meeting spaces/rooms, resolve any conflicts; sensitize staff on optimal use of the meeting rooms.

• Manage office space allocations for long-term staff and short-term staff.

• Maintain and update Ghana staff contact list.

• Maintain communication with ATI offices staff on office administrative needs.

• Process payments related to office administration – petty cash, electricity, water, etc.

• Assist with management of the security of the office premises and property therein and act as the ATI Ghana Security Focal Point staff.

• Work with the IT support staff to ensure the efficient operation of the local area network.

• Communicate with landlord and handyman on office administration, improvement, and repair issues.

• Any other duties assigned.

QUALIFICATIONS

Required:

• Bachelor’s Degree in Accounting, Finance, Business Administration, or equivalent

• 7+ years’ experience supporting international donor-funded projects in logistics/accountancy/finance role preferred.

• Demonstrated understanding of applicable finance and procurement related USG or other international donors contracting regulations

• Accuracy in working with large amounts of data.

• Ability to respond effectively to time sensitive inquiries.

• An energetic, forward-thinking, and creative individual with high ethical standards and professional presentation

• A well organized and self-directed individual with sound technical skills, analytical ability, good judgement, and strong operational focus

• Excellent writing, speaking, and reading skills in English.