Junior Finance Officer
Networking HIV/AIDS Community of South Africa (NACOSA), a dynamic NGO in the HIV/AIDS field, is inviting suitably qualified candidates within South Africa for the following position to be taken up at Century City office Cape Town. The position will support the Grants Finance Manager and Senior Finance Officer in administering financial records and preparing information for donor reporting. To ensure compliance of donor requirements, the role will also closely monitor implementers financial reports, governance structures and internal controls, providing mentoring and capacity building interventions to strengthen the implementers control environment. Key Responsibilities Accounting Use an accounting package (e.g. QuickBooks / Sage Evolution) and Implementer Excel financial reports to prepare and initiate advance payments for approval.Use an accounting package (e.g. QuickBooks / Sage Evolution) to record advance payments to Implementers and expenditure reportedPrepare management, donor and audit reports to assist with reconciliations, expense analysis and budget monitoring and preparation as well as the monitoring of receivables, prepaid and payable accounts;Prepare adjusting entries with appropriate supporting documentation, as necessary;Assist with monthly and fiscal year-end closing including revaluations, accruals and adjustments for foreign exchange differences as necessary.Quality control processes of implementersRegular assessment of the governance and financial environments and internal controls of sub-recipients and/or other implementing service providers. Recommending practical solutions for the implementers and monitoring that the recommendations are being implemented.Maintaining a database (tracking sheet) of implementer financial reports, including but not limited to:-Date and completeness when a report is received.-Communicating with all stakeholders (implementer, financial manager, senior finance officer and programme specialist) regarding late and incomplete submissions.-Date and validity when a report has been reviewed.-Communicating with all stakeholders (implementer, financial manager, senior finance officer and programme specialist) regarding ineligible expenses, financial risks and other matters identified.Perform procedures to provide assurance that expenditure claims by implementers are valid and accurate, with attention to: -Cash reconciliations;-Analysing budgeted expenditure versus actual expenditure;-Substantive procedures on a sample of reported expenditure;-Maintain the asset and consumable registers-Prepare a report of findings to be communicated to management of NACOSA and the implementerSpecific attention to monitor compliance of the donor requirement relating to the appropriate use of a separate dedicated donor bank account. Prepare appropriate bank reconciliations to ensure that inter-account transfers are done timeously.Prepare a payment requisition with supporting evidence, including a calculation of a reasonable disbursement being recommended to fund the sub-recipient for the next month.Meet with the programme staff to discuss performance (finance against M&E) and any relevant finance findings that could impact on performance and / or escalated by the programme specialist.Provide written feedback to the implementer relating to the report that was received and any findings need to be clearly communicated with recommendations.Monitor the grant conditions (e.g. compliance with audit requirements, reporting deadlines)Maintain a permanent file for each implementer, containing the contract, budget, bank details and any changes etc.Mentoring and TrainingTo identify and recommend implementer and topics that require mentoring and training.Prepare a mentoring and training plan for implementers where weaknesses have been identified via assessments, monthly reviews or other sources.Monitor adherence to the mentoring / training plan and to communicate feedback on progress.Provide on-site and off-site support to the implementer in the form of training, mentoring and capacity building.Audit and otherAssist with requests for information by management, NACOSAs auditors, donors, and implementer auditorsTo provide recommendations to improve existing work processesAssist with the development of finance training manuals, presentations and guidelinesConduct internal audit / compliance visits at selected implementersPerform close-out procedures on implementers where the grant agreement has ended
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NACOSA is a network of over 2,500 civil society organisations working together to turn the tide on HIV, AIDS and TB in Southern Africa.