Expense Controller

Position Identification

Position Title : Expense Controller

Organization : Islamic Relief South Africa

Location : Cape Town, South Africa

Reports to : National Finance Coordinator

Purpose of Position

• Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office with regards to income in accordance with IR guidelines and accepted accounting standards.
• The Expense Controller is responsible for the efficient processing and record keeping of all aspects of the Organisation’s payments and expenses. All points listed below are of relevance, but the job description implies a wider and far-reaching overview that would provide delivery of pertinent information as well as valid, accurate, complete and timely processing.
• Accountable for maintaining a smooth and efficient accounting system which provides project related financial information for IRSA use.
• Maintain good relations and understanding between IRSA head office and regional offices with all expense related matters.
• Prepare and process timely and accurate financial information (towards the appropriate projects and relevant project codes), including monthly reconciliations (bank, year to date reports, etc.) on a monthly basis for head office level and management usage.
• Deal with day to day financial related matters pertaining to the organization.
• Engage with the various IRSA stakeholders in the execution of the Expense Controller function (financial institutions, fellow staff, auditors, etc.).
• Consolidating regional financial information required per weekly expense tracking and processing, to prepare for submission towards routine monthly reporting.
• Monitor, maintain and ensure compliance of strong accounting controls pertaining to expenses for all regional offices.
• To ensure consistency of application of standardized financial processes specific to expenses, across the organisation.
• Facilitate a smooth audit process for the annual financial audit.

Key Accountabilities

FINANCE MANAGEMENT AND COMPLIANCE

• The Expense Finance Controller is responsible for the efficient processing and record keeping of all aspects of the Organisation’s payments and expenditures. All points listed below are of relevance, but the job description implies a wider and far-reaching overview that would provide timely delivery of pertinent information as well as excellent processing.
• Review all Finance and Support Services Department processes – migrate to automated systems wherever possible to ensure efficiencies.

• Attend to adhoc tasks from National Financial Coordinator or Head of Department.
• Report on matters of non-compliance, record keeping, reporting, authorisation, etc. including potential issues of concern or risks to the NFC and Head of Department.
• Deal with day to day financial related matters pertaining to the Organisation.
• Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the function with regards to expenses in accordance with IR guidelines and accepted accounting standards.
• Accountable for maintaining a smooth and efficient accounting system which provides project related financial information for IRSA use.
• Ensure sound maintenance of all accounting records and supporting documentation for all financial transactions to be maintained in a systematic order and in a safe and secure condition under the custody of the Organisation.
• Enable accurate and efficient reporting through accurate accounting, on approved budgets and proposals by ensuring compliance to processes, procedures and sound internal financial controls.
• Support the National Financial Controller in a busy and highly demanding environment to meet finance objectives and goals for the Organisation.
• Maintain good relations and understanding between IRSA head office and regional offices with regards all expenses related matters.
• Assist National Financial Controller to monitor, maintain and ensure compliance of strong accounting controls for regional offices, across the organisation.

REPORTING

• Seasonal Projects:
  • Regular reporting on the status of seasonal project expenses (eg. Fitra, Qurbani, Ramadaan, etc).
• Weekly Reporting:
  • Weekly financial reports as required by the NFC and HOD (staff claims schedule, cash request reconciliations, bank reconciliations, petty cash reconciliations)
  • Maintain petty cash receipts and schedules; verify and allocate to general ledger and maintain up to date records.
  • Create new suppliers, general ledger accounts, project codes as required.
  • Regular scrutiny and maintenance of age analysis.
  • Monthly supplier account reconciliations.
  • Conducting financial due diligences on all paperwork submitted to Accounts. Verifying paperwork for validity, accuracy and completeness.
  • Timeous and accurate capturing of invoices to creditors ledgers, allocation of correct project codes, general ledger accounts and VAT allocations.
  • Daily review and processing of Purchase Orders (PO) and circulation of systems generated PO with Procurement.
  • Processing of weekly payments to BIO online.
  • Sharing proof of payments with Procurement and the originator every Friday (or sooner) once payments have been processed.
  • Follow up on post payment queries.
  • Ensure complete paper trails for supporting documents, subsequent to payment being done (eg. Official tax invoice, GRNs, Registers, Cash reconciliation, etc)
  • Weekly update and confirmation of resolution on queries raised per the purchase orders and payment batch of the prior week, before filing records.
  • Weekly and up to date processing.
  • Updating bank statements; 002497832 & Instacash account.
  • Timeous and orderly filing of weekly transactions.
  • Up to date files and records to be maintained.
  • Weekly Task Report to be submitted to the National Finance Coordinator and Head of Department.

FOREX PLATFORM

• IRW Loan payments promptly tracked and executed.
• Adhere to SARB requirements.
• Forex payments – loading of new beneficiaries, processing of forex paymets and liaising with forex department on queries arising from payment submissions.
• Maintain and update SARB authorisation schedules – Zimbabwe and UK SARB renewal of authorisation.

ORGANISATIONAL COMMITMENTS – ETHOS

• Promote collaboration and synergy within the Finance and Support Services Department and broadly across the organisation.
• Identifying short-comings in the position and brainstorm how to overcome particular challenges.
• Undertake any other reasonable duties and responsibilities that are consistent with the job and needs of the organisation as and when assigned by the line manager.

Key Interfaces

• HOD of Finance and Support Services
• National Finance Coordinator
• Office Administrators (head office and regional)
• Departmental Support Staff
• Head of Programmes
• CEO

Physical Demands/Working Conditions

• Required ability to work under pressure and able to multitask.
• Understanding of the service required to IRSA and to ensure delivery is timeous in order to facilitate ease with output.
• Fast paced and developing environment that requires innovative and resolution orientated thinking.
• Must be accountable, responsible, honest and at all times act with integrity.

Educational Qualifications, Skills and Knowledge

• A bachelor degree from an accredited University with major course in Accounting, Finance or Related field.
• 3 years of experience in accounting preferably in international NGO.
• Competent financial modelling skills in Excel.
• Excellent organizational skills.
• Self-motivated and innovative.
• Committed and dedicated.
• Excellent financial skills and analytical skills.
• Good understanding of accounting concepts.
• Experience in working independently and providing initiative in improving finance functions.
• Excellent communication and drafting skills for effective reporting on the institution’s financial performance.
• Demonstrates the flexibility and energy that is required for a high level of self-management and awareness.
• Flexible in working arrangements and adaptable to new (sometimes unstructured) and stress full working environments.

• Ability to work in a team.

• Competent skills in the use of the organisation’s accounting software.
• Should be good at multi-tasking.
• Must pay attention to detail, concentration on all aspects of a finance task, and commitment to achieving quality results.
• Ability to work effectively in team environment.
• Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel) and email software.
• Confident and able to work on own initiative.

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding has empathy with Islamic values and principles as well as commitment to IR’s vision and mission as per below:
  • Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
  • Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
  • Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
  • Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
  • Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.

Closing date: COB 31^st January 2023

Please forward a copy of the completed application form (available on the website), 1 page motivational letter and your CV along with a certified copy of your ID to [email protected] before the 31^st January 2023.

Dearest applicant, kindly consider the following:

If the requirements of the application as above, is not met, we will consider the application as incomplete and this will therefore not be accepted.

Please note that if you do not hear from us by 17^th February 2023, consider your application unsuccessful.

Over and above operational requirements Islamic Relief South Africa will take into account the country’s and organisational employment equity imperatives.