Finance and Adminstration Officer, July 2021 – NGO Jobs


If this, is YOU, then Apply!

You are good with numbers, systems and know your accounting principles, and this drives your enthusiasm and passion for such work. With a clear eye for detail, you are able to work with intricate figures and pick up quickly on anomalies, making sure to identify and solve problems timeously. You are happy to work in a team and look for opportunities to enhance your skillset. You are flexible to changing external environments that often requires frequent programmatic, and therefore financial and operational adjustments. You enjoy routine yet vigorous work, performing work in a well-organized manner and knowing when to priorities in the face of competing tasks.

About ITPC and the Role
The International Treatment Preparedness Coalition (ITPC) is seeking a Finance and Administration Officer (FAO) to join our global team. ITPC is a global activist network that fights for universal access to optimal treatment and diagnostics. As an issue-based coalition, ITPC uses HIV as an entry point to the right to health, partnering with affected communities across the world to address treatment access issues for diseases including diabetes, hepatitis C and hypertension.

ITPC’s operational hub, in Johannesburg, South Africa, supports a small global (and remote) team to carry out our mandate to ensure that everyone in need of treatment can get it. This new position places the successful applicant at the heart of efforts to improve the effective implementation of ongoing program activities in the global team. The successful candidate will be responsible for efficient day-to-day financial and administrative operations, perform various accounting and administrative processes and functions to achieve compliance, consistency, efficiency, effectiveness to ensure that ITPC operates at the highest levels of financial integrity, accountability and transparency. The FAO position is based in Gauteng, South Africa and forms part of the Finance, Administration, Grants & Compliance Unit reporting directly to the Accountant. At the time of recruitment, this position does not have any supervisory responsibilities. This role requires an understanding of how transactions flow through to financial statements, familiarity with Generally Accepted Accounting Principles (GAAP), and excellent critical thinking skills.

Job Summary
The FAO is responsible for ensuring that financial transactions are properly processed, recorded, approved accounted for up to trail balance, i.e., they are receipted, banked, disbursed, prepared, recorded and reported. They are also responsible for supporting all administrative and operational tasks in tandem with the program team equivalent. This is an ideal position for someone with substantial previous experience in a finance and administrative role and able to handle full function accounts up to trial balance. Working as part of the head office staff for a non-profit company that operates globally, they will gain broad experience of how the finance function works in the international development sector. More specifically, the FAO role will include the following responsibilities:

Specific Responsibilities
• Ensure that all financial transactions are carried out and recorded in accordance with international audit standards as well as ITPC procedures and policies
• Prepare, review and process on-line payment requisitions with supporting documentation ensuring all expenses have been allocated to appropriate donors, accounting codes and approved on SAGE Evolution and Salesforce
• Accounts Payables: Prepare, review and process Data entry of Supplier invoices (SPI) on Salesforce and then onto SAGE Evolution, after ensuring their completeness with supporting documents, and have appropriate approval for payment. Maintain data of supplier bank accounts. Communicate with suppliers for finance-related matters
• Cash Disbursement and Receipts: Prepare, review and process weekly or urgent payment runs, local EFTs/International wire transfers, International BoP’s payments on Standard Bank Business Online and ABSA Botswana Business online
• Review payment requests, requests for additional information, and ensure that payments with the Finance team continue to move through prescribed process
• Ensure proper documentation reviews of all payment requests and vouchers, proper filing and completeness of voucher files
• Review transactions for cost reasonableness, allowability and allocability
• Assist Accountant in managing and tracking expenses and budgets to ensure there is no overspend low burn rate, verifies budget availability for any commitment
• Download and distribute audit reports (proof of payment)
• Check submissions for travel and other expenses claims and process advances and or reimbursements
• Support the movement of cash, liquidity management, the bank transactions and inter-bank transfers
• Prepare and carry out the data entry of all cashbooks in the respective general ledger
• Cashbook postings and reconciliations
• Prepare monthly reconciliation for all Bank accounts and communicate with the Banks
• Manage ITPC Petty Cash and serve as Credit Card Custodian:
o Prepare and carry out data entry of Cash Payment/Credit Card and Receipt Vouchers
o Manage petty cash fund replenishment
o Prepare monthly cash count sheet for physical count checking and reconciliation
o Process and reconcile petty cash and credit card accounts
• Reconcile all bank accounts and accounts payable ledgers up to Trial Balance
• Reconcile relevant general ledger accounts monthly in support of month-end closing process, and year-end closing process
• Maintain accounting controls by adhering to financial policies and procedures
• Check finance documentation from programs and partners (sub grantees)
• Classify and file financial documentation
• Ensure that coding of all expenses is done correctly in the accounting system
• Support monthly closing and year-end closing process
• Assist Accountant with preparing monthly management accounts, including updating cashflow forecasts, and other reports
• Act as the first point of contact for ITPC-Global staff for finance queries and providing financial support to team members, ensuring that the policies and procedures of ITPC-Global are upheld
• Assist with year-end accounts preparation and any external audits

• Conduct and update supplier information and relevant background checks and terrorist/debarment checks for all suppliers
• Set-up new suppliers in accounting system and banking systems
• Provide administrative and accounting support as and when required
• Support preparation of any mandatory administrative reporting for government/local administration
• Run payroll process in a timely and accurate manner, in close collaboration with the Accountant
• Assist Accountant managing all statutory deductions, EMP201s, IRP5/IT3
• Manage staff leave tracking and as required, assist in maintaining the office payroll records, and employee reimbursements/claims payments
• Manage organizational insurance and all ITPC IT system providers and corporate support providers
• Assist with banking operations, including setting up accounts, updating mandates/signatories
• Coordinate and direct administrative support functions
• Provide support for event logistics and payments as required
• Ability to manage competing tasks; ability to prioritize and produce high-level accurate output consistently
• Focused and versatile team player that is comfortable under pressure; ability to work on own and within various teams
• Foster and maintain harmony among projects and between program & finance staff, consultants, subcontracts and vendors
• Knowledge of and experience working an organization that has multiple donors.
• Be proactive, display initiative and be a critical thinker
• Be a champion for compliance, honesty and integrity
• Financial rigor (comfort working in multiple currencies), analytical and problem-solving skills.
• Structured and process driven
• Advanced computer skills including the ability to operate computerized accounting (Sage Evolution & pastel an advantage) spreadsheets and word processing programs at a highly proficient level
• Consistently demonstrate high levels of professionalism, integrity, and ethical values
• Strong written and oral communication (including presentation) skills in English is required. In addition to English, the ability to work in another language is a plus
• Comfort working collaboratively both in-person & virtually (using Zoom, Slack, Teams, and other tools)
• Excellent interpersonal skills and ability to work with colleagues from different cultural backgrounds and perspectives (teams embedded in different cultures/countries)

Qualifications & Desired Experience
• Bachelor’s degree in Accounting or related field required
o Strong professional financial experience, as evidenced by a completed formal qualification in accountancy (CIMA, ACCA, CPA etc.)
• At least seven (7) years demonstrable experience of accounting of which five (5) years should be within comparable position in NGO or international development sector
• At least ten (10) years of relevant experience in lieu of Bachelor’s Degree
• knowledge of nonprofit finance and accounting principles, International Financial Reporting Standards (IFRS) and Generally Accepted Accounting Principles (GAAP, commercial laws, and best practices
• Experience managing complex multi country contracts and multi-million US$ budgets with organizations from developing countries is a plus
o Previous work with PEPFAR, The Global Fund to Fight AIDS, Tuberculosis and Malaria or Unitaid, Gates’s foundation, UN will be favored
• Excellent IT skills, with specific competency with Microsoft Excel. Previous experience using accounting software; SAGE Evolution is highly desirable
• Reliable, honest and trustworthy
• Competency in financial control and reporting at all levels

Persons living with HIV and/or HCV and who are from key affected populations are strongly encouraged to apply.

This is a full-time position and ITPC provides a competitive salary package based on candidate’s experience and skills.


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