Finance and Administration Officer

Full Job Description

Job title: Finance and Administration Officer
Reporting to: Head of Operations and Finance
Contract Type: Full-time (37.5 hours per week)
Principal Location: Tamale, Ghana
Contract Length: Two-year fixed-term contract.

Background:

We are seeking an experienced finance professional to oversee the financial management of Street Child’s two contracts under the Ghana Education Outcomes Programme (GEOP), an ambitious payments by results initiative with the Ghana Ministry of Education and Education Outcomes Fund. The successful candidate will work in close collaboration with Partner finance teams in the operational area in the Northern Region to monitor financial management and compliance. This role reports to the Head of Operations and Finance.

Part 1: Role Purpose:

The key objective of this role is to oversee all finance, compliance and administrative functions of the GED consortium programme in the northern region. The Finance & Admin Officer will work closely with programmes colleagues and partners to ensure effective and efficient management of funds, ensuring compliance with international and donor standards.

Part 2: Key Responsibilities:

1) Finance

• Ensure the timely preparation review and approval of all monthly bank accounts and cash reconciliations related to the field office.
• Maintain an effective & efficient system of internal controls that comply with Street Child guidelines to minimize the risk of fraud or misappropriation
• Perform regular spot checks on partners’ management of project funds, including partner office visits at least once every two weeks to review records.
• Collaborate closely and proactively with the partner finance teams to strengthen financial management capacity and recommend corrective actions for improvement.
• Provide on the spot coaching to the partner finance officers and get first hand information from the partner finance staff.
• Process timely payments and ensure accurate GL account codes and budget lines are used and ensure that the payments are made as per the approved policies and procedures.
• Ensure adequate filling system is in place and all supporting document exist both in hard and electronic copies.
• Be the custodian of petty cash and administer it to support the program operation at the field of operation.
• Process payroll and ensure all regulatory obligations in relation to payroll and other payments are met on a timely basis.
• Ensure timely liquidations of partners advance .
• 2) Compliance & audit

• Support in the preparation of regular financial reports with respect to accounting, legal and contractual requirements and ensure the review of such reports by the Programme Manager prior to submission to the Finance Manager
• Contribute to the development of a risk register on financial issues and review it on an ongoing basis, developing and improving appropriate controls to mitigate the risk in compliance with donor policies and procedures
• Stay abreast of various grant regulations and requirements, tracking and monitoring changes
• Ensure donor and Street Child policies and procedures are strictly followed during financial transactions
• Ensure maintenance of all financial documentation such as payment vouchers, bank reconciliations, cash forecasts, and fund transfer files for the projects to make sure all necessary documentations are readily available for audit and compliance review
• Organize and lead donor and any other external audit functions in the field office
• Work closely with and support partner finance teams with audit preparations

3) Administration

• Ensure timely procurement is done to support quality program delivery
• Ensure professional management of Street Child assets and inventories
• Ensure Street Child’s facilities are in good order for effective work (office compound and are in good order and accurate security system in place.
• Ensure the availability of office supplies and utilities for the smooth running of the project office in Tamale.
• Ensure there are adequate security systems in the office premises for staff.
• Ensure assets are tagged, monitored, and an asset count exercise is conducted at least twice every year
• Ensure there is a cost effective coordination mechanism for vehicle movements between communities and program Implementation districts;
• Supervise the driver to ensure vehicles are kept in good running condition at all times through addressing minor repairs, making arrangements for major repairs, timely changes of oil, checking of tires, brakes, water levels and car washing.
• Monitor official trips, daily mileage, gas consumption, oil changes, greasing, etc.
• Ensure that the steps required by rules and regulations are taken, in case of involvement in an accident.
• Co-ordinate transport-related matters for an effective and smooth transportation of staff to program sites.
• Coordinate the driver by assigning him appropriate daily routines based on request from program colleagues.
• Inform the Operation Manager of any major repairs required and ensure that the vehicles are in good working order at all times.
• Support in the planning and monitoring of vehicle maintenance based on the vehicle producer's recommendations.
• Ensure compliance with the SC vehicle policy.

4) Other

• A strong commitment to Street Child’s vision, mission, and values
• A commitment to adhere to all Street Child’s policies and procedures
• Represent Street Child appropriately both internally and externally
• Carry out all reasonable requests that are within the broad remit of the role

Part 3: Person Specification

Attributes / Essential / Beneficial

Experience and Knowledge

• Strong experience managing development funding
• Demonstrable experience of leading donor financial reporting
• Knowledge of the key principles of risk management, and experience developing and updating risk assessments
• Demonstrable experience of capacity building with national staff
• Experience in an INGO in Ghana

Skills and Abilities

• High proficiency in the use of accounting software and Microsoft Excel
• Proven ability to manage large multi-partner budgets
• Ability to skilfully balance independent working with wider teamwork with both UK and international teams
• Proven coaching/capacity building skills
• Experience in the use of an accounting software and excel analysis

Education / Qualifications

Degree in finance, accounting, or recognised professional certification

Accounting Professional Qualification

Excellent written and spoken communications in English (additional languages welcome)

A ‘can-do’, and agile attitude, a passion for problem solving and adaptive thinking