Finance and Administration Officer - mothers2mothers

Mothers2mothers (m2m) is an Africa-based NGO that unlocks the potential of women to eliminate paediatric AIDS and create healthy families across eight sub-Saharan countries. m2m trains, employs, and helps empower HIV-positive women to work as community healthcare workers in understaffed health centres and underserved communities. Through a peer-to-peer approach, these ‘Mentor Mothers’ deliver a range of health services, advice, and support to women and their families. Started in Cape Town, South Africa in 2001 with an initial focus on preventing mother-to-child transmission of HIV, m2m has innovated and built on its strengths and now provides family-centred support for a range of related health and social issues spanning pregnancy, birth, childhood, and adolescence.

It also partners with governments and other NGOs on the adoption of its programme to spread the Mentor Mother Model and its benefits. m2m has a track record of scaling its services and proven impact. In 2017, m2m and its partners enrolled 2.3 million new clients. m2m has virtually eliminated mother-to-child transmission of HIV among the enrolled clients it serves directly for the last four years, with an average transmission rate of just 1.6%, while 97% of children in its ECD programmes meet all of their development milestones at 12 months. For more, visit www.m2m.org.

Job Title: Finance and Administration Officer (Fixed Term) – Accra

The Finance and Administration Officer is responsible for the recording and reconciliation of all financial transactional data of the Country Office including review and code financial information; prepare and process documents to disburse funds, make deposits; compile and review information for accuracy; maintain records and HR process support. Working closely with the Ghana team to support project activates. Reports to the Programme Specialist.

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Key Performance Areas:

1. Purchasing and Navigator Processing (30%)

•   Enter all invoices into the Accounting system and allocate them against purchase orders
•   Coordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding payments
•   Maintain and update supplier information and do relevant background checks and terrorist/debarment checks
•   Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system
•   To ensure monthly payment reports are produced for the cash flow analysis
•   Maintain an updated list of preferred vendors for the office

2. Managing staff and vendor accounts (20%)

•   Process travel requisitions and related staff advances
•   Enter staff expenses into the accounting system (Reimbursements and/or advance liquidations)
•   Timely payments to suppliers, payments done within 30 days of receipt of invoice
•   Run the creditor report at month-end

3. Cashbook management and Reconciliations (20%)

•   Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team
•   Manage the petty cash process and balance petty cash monthly
•   Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts
•   Ensure that internal bank transfers are correctly managed
•   Follow up on reconciling items above and pass correcting entries where necessary

4. Month-end and year –end close activities, budgeting & reporting (15%)

•   Support the Finance Business Partner in liaising with the finance and support services unit to close the month-end in time and conduct relevant reconciliations
•   Preparation of the operational budget in conjunction with the Head Office team. Review of budgets for the office on Navigator and Adaptive systems.

5. Administration Support, HR and Asset management (15%)

•   Ensure timely submission of timesheets from the team (site and office staff)
•   Ensure timely submission of all statutory deductions for Ghana
•   Provide logistics support to the program staff on trainings/workshops
•   Manage the filing system for all financial documentation
•   Support with the retrieval of financial data during audits
•   Support proposal development and fundraising process, as needed

Qualification Required & Experience

•   Recognized Accounting/Business degree
•   CPA qualification is an added advantage
•   At least 3-5 years work experience in a related role

Competencies:

•   Focused and versatile team player that is comfortable under pressure
•   Analytical and problem solving skills
•   Structured and process driven
•   Computer skills including the ability to operate computerized accounting, spreadsheets and word processing programs at a highly proficient level
•   Excellent interpersonal skills; ability to work on own and within various teams;
•   Ability to manage competing tasks; ability to prioritize and produce high level output consistently
•   Integrity, professionalism and transparency

Location: Accra