๐๐ผ๐ฏ ๐ข๐ฝ๐ฝ๐ผ๐ฟ๐๐๐ป๐ถ๐๐ถ๐ฒ๐ – ๐๐ฐ๐ฐ๐ฒ๐น๐ฒ๐ฟ๐ฎ๐๐ฒ ๐ ๐ผ๐บ๐ฒ๐ป๐๐๐บ ๐๐ผ๐๐ฎ๐ฟ๐ฑ๐ ๐ฆ๐ฒ๐ ๐๐ฎ๐น ๐ฅ๐ฒ๐ฝ๐ฟ๐ผ๐ฑ๐๐ฐ๐๐ถ๐๐ฒ ๐๐ฒ๐ฎ๐น๐๐ต (๐ฆ๐ฅ๐) ๐ณ๐ผ๐ฟ ๐๐น๐น ๐ฃ๐ฟ๐ผ๐ท๐ฒ๐ฐ๐
The SADC Secretariat is inviting suitably qualified, experienced, innovative, result oriented and self-driven individuals to apply for the following positions under the Accelerating momentum towards SRHR for all: sealing the Cracks of service delivery for vulnerable and at-risk Population in SADC Project at SADC Secretariat in Gaborone, Botswana
Assistant Finance Officer โ Programmes and Projects (Gaborone)
Primary Purpose of the Job
- Supports the Project (PIU) in financial accounting and reporting of Project funds managed by the Secretariat.
Provide finance coordination for general project implementation and management processes, including day-to-day liaison with technical teams, Finance and Procurement counterparts.
Duties and Responsibilities
Budgeting and Control
Collaborate with the Finance Officer and Financial Controller in the annual budget setting exercise by providing support to project officers and consolidating the budget figures
Budget & Expenditure Control
- Support the Finance Officer and Financial Controller in undertaking budget and expenditure control on projects
- Check all new project commitments and check if they are only made against budgeted appropriations. Report exceptions to the Finance Officer
- Check payment requests against supporting documents and ensure they comply with the relevant conditions and rules of the donor/s agreement to be eligible for disbursements
- Assist in investigating variances and discuss with project owners of potential overspent above approved budget and seek justificationsAccounting
- Retention (filing) of all accountable documentation to secure unqualified audit report
- Issue Monthly and Annual Projects Trial Balance and Draft Reporting Pack along with supporting schedules
- Financial services processed and products delivered in accordance with regulatory requirements and supporting documentation retained
- Prepare expenditure justifications/ commitment documents;
- Process payments /disbursements for goods and services
- Prepare draft financial reports, income and expenditures incurred by the project, perform relevant analysis and reconciliations to ensure completeness and accuracy, and submit to the Finance Officer for review.
- Assist in providing relevant financial reports and analysis requested by donors and management
- Monitor expenditure incurred by Grantees/Sub Recipients where applicable and report to the Finance Officer
Provide relevant information for audit and clear audit queries
Cash Management & Control
- Review for project expenditures, ensure payment requests and supporting documents comply with the relevant conditions and rules of the donor/s agreement to be eligible for disbursements
- Prepare bank reconciliations and related schedules
- Prepare draft monthly cash flow reconciliations and forecasts and submit them to the Finance Officer.
- Analyse project expenditures and ensure payment requests and supporting documents comply with the relevant conditions and rules of the donor/s agreement to be eligible for disbursements. Report any exception to the Finance Officer
Internal Controls
- Understand contractual requirements of donors regarding internal controls around project financial management and ensure these are effectively implemented Promptly report exceptions to the Finance Officer
- Assist to implement auditor recommendations for better financial controls
Financial support
- Provide finance supportย to the project team to ensure the smooth running of the project operations;
- Maintain records of project team travel and assist in their travel logistics;
- Take minutes of meetings and maintain records for the operations and project team;
- Develop and maintain document control processes for efficient project management;
- Maintain a proper and user-friendly filing and document control system for recording and tracking all documents for the project team.
- Support the officers and project team in daily financial roles and assist to keep stock of stationery supplies for the project.
- Perform data entry, recording, printing and filing duties
- Undertake any ad-hoc financial duties projects/duties as required;
- Coordinate travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc;
- ย Assist to check and verify staff claims and invoices for the project team;
- Prepare and raise purchases requisition for project purchases.
Requirements
Qualifications and Experience
Education
- A minimum of a Bachelorโs Degree in Accounting, Finance, or business management.
- Studying a professional accountancy certification such as ACCA, CIMA, ICAEW, ICAS, ACPA or equivalent
Professional Certification
- Exposure to professional financial management, accounting and audit training e.g. ACCA, CA, CIMA, CPA or equivalent.
Specialised Knowledge
- Member of an internationally recognised accounting body such as ACCA, CIMA, ICAEW, ICAS, ACPA or equivalent;
- Knowledge of SADC development issues
- Proficient in the use of computers and computer software relevant to financial management.
Experience
- At least 4 years of work experience in financial management within a public or private sector, regional or international organisation
Skills Requirements
- Communication and presentation skills
- Conflict management skills
- Decision-making skills
- International relations skills
- Interpersonal skills
- Negotiation, persuasion, networking and relationship building
- Organisational skills (planning, budgeting, work prioritisation, time management)
- Problem-solving skills
Competency Requirements
- Capable of maintaining quality whilst working under pressure and adhering to deadlines
- Customer focused
- Decisive
- Organisational awareness with an understanding of how to engage the organisation to get things done
- Maintain confidentiality and is respectful of sensitive situations
- Professionalism and adherence to good work ethics
- Resilience and personal drive, self-motivation
- Results and performance driven
References
Verifiable references and membership of professional organization(s). Previous work experience in donor projects would be a strong advantage.