Finance Officer X1
Full Time
- Contract Type: Fixed Term Contract
- Start Date: 1 April 2024
- Closing Date: 26 February 2024
Overall Responsibility
Under the supervision of the Program Manager, the Finance Officer will be responsible for providing efficient and reliable day to day finance and accounting support to the IHPS Regional Office. Essential duties include but are not limited to:
- Capture transactions onto electronic IHPS accounting system.
- Ensure all transactions are booked properly and in a timely manner.
- Manage petty cash and submit monthly petty cash reports to national office.
- Facilitate timely processing of staff travel reimbursement claims.
- Maintain a current asset register for the IHPS Mbombela office and safe spaces.
- Work closely with F&A Manager to prepare regular budget vs actual reports for regional programming.
- Oversee financial management and reporting of IHPS SSRs.
- Closely monitor and undertake periodic expenditure tracking of IHPS SSRs.
- Prepare periodic updates on the SSRs for IHPS management meetings.
- Work closely with the F&A manager to maintain a current and efficient SSR management system for IHPS.
- Maintain up to date SSR files and keep them in a safe and secure space.
- Provide ongoing SSR staff training, coaching and mentorship as per donor requirements.
- Sound financial management starting with preparation of advance requests.
- SSR programmatic and financial reporting requirements.
- With support from the Human Resources Officer(HRO), ensure IHPS HR administrative requirements are met and personnel files are complete and up to date (i.e. timesheets, leave management, supporting documentation, etc.).
- Work closely with the HR Officer (HRO) and F&A Manager to prepare accurate regional monthly payroll summary sheets.
- Ensure timely submission of all payroll sheets and other HR administrative submissions.
- Work closely with all regional supervisors and HRO and HRP to ensure optimal leave management.
- Manage staff travel and accommodation requests including travel reimbursement claims in line with IHPS travel policy.
- Ensure staff travel requests and travel reimbursement claims are prepared and submitted in accordance with IHPS F&A policies, and in a timely manner.
- Manage the use of IHPS program vehicles in line with IHPS Vehicle Management Policy (VMP), and ensure staff fully understand the IHPS VMP.
- Maintain current records of IHPS program vehicles in line with IHPS VMH (i.e. logbooks, vehicle allocations and inspections, service records, etc.).
- Work closely with the Office Administrator, provide comprehensive administration support to field-based staff, to ensure smooth program implementation.
- Coordinate administrative correspondence between national and regional office
- Manage all procurement, supply, and distribution of goods and services for the office and field-based teams, in close collaboration with F&A Manager
- Coordinate staff ICT support e.g. data bundles and airtime.
- Manage logistical preparations for meetings/ training workshops.
- Collate and file minutes, attendance registers and reports in line with donor requirements.
- Train, coach, mentor all IHPS staff on IHPS policies and procedures, to ensure optimal compliance with IHPS policies and donor rules and regulations at all times.
- Execute any other administration functions as assigned by Supervisor and IHPS Senior Management.
- Sound financial management, judgement, and work ethic
- Good analytical, decision-making, and problem-solving skills
- Very good attention to detail
- Excellent verbal and written communication skills
- Good interpersonal skills
- Proven planning, organizing and adaptability.
- Minimum 3 years’ experience in financial accounting, and 5 years’ experience will be an added advantage.
- Experience in Microsoft and MS Excel in particular
- Sage Evolution, Pastel, Accpac and SAP or similar practical experience
- Global Fund, PEPFAR or any donor related experience
- Audit experience and articles would be an added advantage.
- Valid Code 08 driver’s license
Please Note
By expressing the interest in the positions, applicants are consenting in terms of POPI Act for their curriculum vitae (CV) to be shared with the relevant people authorized to act on behalf of IHPS in the recruitment process.
How to Apply
Qualified candidates should apply by e-mail only to HR@ihps-sa.org. Subject line should be the Position and District you are applying for, and a cover letter and resume or curriculum vitae (CV) should be attached. Submissions which do not follow the above instructions will not be considered.
Due to the extremely high volume of CVs expected, only those selected for interviews will be contacted. NO PHONE CALLS about these positions will be accepted.
It is unlawful to employ a person who does not have permission to live and work in South Africa Unless the advert states otherwise, please ensure you have this permission before you submit your application.
NB: The organization reserves the right to re-advertise the positions should the need arise and reserves the right not to fill the above listed positions.
Closing Date: 26 February 2024