1. Key Responsibilities

The Finance Officer will have the following responsibilities:

a. Financial Management and Accounting

• Maintain accurate and up-to-date financial records in line with organizational policies and best practices.
• Use QuickBooks to record, track, and report all financial transactions, ensuring the accuracy of financial data.
• Monitor the organization’s budget, ensuring that expenses are aligned with allocated resources and that budget variances are addressed and reported.
• Prepare monthly, quarterly, and annual financial statements, ensuring that they meet the requirements of internal policies and donor regulations.
• Ensure all financial transactions are documented appropriately, including invoices, receipts, bank reconciliations, and other supporting documents.
• Manage cash flow, including forecasting financial needs and ensuring that sufficient funds are available for projects/programmes and operations’ activities.

b. QuickBooks Application and Reporting

• Ensure that QuickBooks software is properly configured to meet the organization’s financial management needs.
• Use QuickBooks to generate timely and accurate financial reports, including income statements, balance sheets, cash flow statements, and donor-specific financial reports.
• Conduct regular reviews of QuickBooks entries to ensure accuracy and completeness of financial data.
• Train staff, as necessary, on the proper use of QuickBooks for tracking and reporting on project finances.

c. Procurement and Preparation of RFPs and RFQs

• Manage the organization’s procurement processes, including preparing and issuing Requests for Proposals (RFPs) and Requests for Quotations (RFQs) in accordance with organizational policies and donor requirements.
• Develop clear and comprehensive RFP and RFQ documents that include scope of work, deliverables, evaluation criteria, and timelines.
• Ensure that procurement processes are transparent and competitive, adhering to procurement policies and donor guidelines.
• Review bids and proposals from vendors and service providers, ensuring compliance with technical specifications and financial requirements.
• Prepare and manage contracts with suppliers, ensuring adherence to terms and conditions and organizational standards.

d. Compliance and Donor Reporting

• Ensure that the organization complies with local regulations, tax laws, and donor financial management requirements.
• Prepare financial reports for donors, ensuring that they meet donor-specific requirements and reporting timelines.
• Assist in the preparation for audits by ensuring that all financial records and supporting documents are readily available and organized.
• Monitor and ensure compliance with grant agreements, particularly concerning financial management, reporting, and disbursements.

e. Budgeting and Financial Planning

• Assist in the development of project and organizational budgets, ensuring that all planned activities are financially feasible and properly costed.
• Support the management team in long-term financial planning and resource allocation based on project needs and financial projections.
• Monitor budgetary performance and provide regular updates to project managers and senior leadership on budget execution and financial health.

f. Capacity Building and Team Support

• Provide financial training and support to project staff to ensure their understanding of budget management and financial reporting requirements.
• Work closely with program teams to ensure alignment between program activities and available financial resources.
• Mentor and supervise junior finance staff, to build the capacity of the finance team.

2. Qualifications and Experience

• A bachelor’s degree in Accounting, Finance, Business Administration, or a related field (a master’s degree is an advantage).
• Professional certification such as CPA, ACCA, or equivalent is preferred.
• Minimum of 4 years of experience working in financial management, preferably in the NGO sector.
• Experience from UN funded projects is preferred.
• Proven experience in using QuickBooks for financial management, including generating reports, managing accounts, and tracking budgets.
• Strong knowledge of financial and accounting principles, including budgeting, forecasting, and financial reporting.
• Experience in preparing RFP and RFQ documents, managing procurement processes, and ensuring compliance with donor regulations.
• Familiarity with donor-specific financial reporting requirements, especially, UN agencies.
• Proficiency in English language with excellent written and verbal communication skills.

3. Skills and Competencies

• Financial Management: Strong financial analysis and management skills, with experience in budget management, financial reporting, and procurement processes.
• QuickBooks Proficiency: Expertise in using QuickBooks for tracking and managing NGO finances, with the ability to train others.
• Procurement and Contract Management: Demonstrated ability to prepare and manage RFPs, RFQs, and contracts with vendors and service providers.
• Donor Compliance: Familiarity with donor regulations and financial reporting requirements, with experience in ensuring compliance.
• Analytical Skills: Strong analytical and problem-solving skills, with attention to detail in financial matters.
• Team Collaboration: Excellent interpersonal and team-working skills, with the ability to collaborate effectively with program teams and external partners.

4. Reporting and Supervision

The Finance Officer will report directly to the Finance Manager or Managing Director and work closely with program managers, project teams, and the procurement department to ensure the efficient management of financial resources.

5. Deliverables

• Accurate and timely financial reports, including donor-specific reports and organizational financial statements.
• Completed RFPs and RFQs that meet organizational and donor standards.
• Monthly budget variance reports, highlighting any discrepancies and recommending corrective actions.
• Regular updates on cash flow, financial forecasts, and budget execution.
• Comprehensive documentation for all financial transactions, procurement processes, and contracts.