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 ad hoc 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 hampers, etc).
- Weekly Reporting:
- Weekly financial reports as required by the NFC and HOD.
- Create new suppliers, general ledger accounts, project codes as required.
- Maintenance of age analysis.
- Verifying paperwork for accuracy and correctness and capturing invoices, allocation of project codes, general ledger accounts and VAT allocation.
- Weekly processing and confirmation of IRSA payment requests.
- Weekly processing and confirmation of IRSA purchase orders.
- Loading of payments to BIO online on weekly.
- Sharing proof of payments every Friday (or sooner) once payments have been processed.
- Follow up on post payment queries.
- 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 of the transactions of the previous week.
- Updating bank statements; 002497832 & Instacash account and liaise with bank with regard to statement queries.
- Weekly Task Report to be submitted to the National Finance Coordinator and Head of Department.
- Supplying the required and relevant accounting and financial information as and when requested.
- Maintain petty cash receipts and schedules; verify and allocate to general ledger and maintain up to date records.
- Month-end Reporting and Processing:
- Assist National Financial Controller towards the completion of the month end deliverables submission to the HOD, by producing accurate and timely submissions that are compliant with IRSA policy and procedures.
- Analyses provided of expenditures incurred.
- Maintain schedules, analyses and reconcile ledgers for expenses and projects on a regular basis by preparing timely and accurate financial information, including monthly reconciliations (bank, suppliers, petty cash, etc.) for head office level and management usage.
- Consolidating regional financial information required to submit towards routine monthly reporting.
- Compilation of month-end reconciliations and report on the month-end deliverables (Petty Cash, bank reconciliations, debit orders for the month, cash reconciliations, creditors age analysis feedback, completion of resolution of queries per the prior reporting period, etc.)
- Process month-end journals on previous period’s corrections.
- Tracking of monthly accruals listing across departments.
- Enable correct and efficient reporting through valid, accurate and complete accounting, by ensuring the application and compliance to processes, procedures and sound internal financial controls.
- Verifying paperwork for accuracy and correctness VAT capturing invoices, allocation of project codes, general ledger accounts and VAT allocation.
- Monthly staff loan deduction allocation.
- Maintain a schedule and verify monthly debit order deductions with relevant supporting documentation (invoices, etc).
- Share VAT reports with accountant once roll over is complete.
- Notify procurement officer and NFC of newly purchased fixed assets for insurance purposes, monthly report/ logs of new insurance items sent to the National Financial Coordinator.
ON GOING PROCESSES
- Maintain financial systems and controls to ensure the efficiency, integrity and transparency in accordance with IR guidelines and accepted accounting standards.
- Engage with various IRSA stakeholders in the execution of the finance controller function (suppliers, financial institutions, fellow staff, auditors etc).
- Track efficient and accurate compliance of expenditures against approved budgets.
- Prepare and process timely and accurate financial information.
- Ensure consistency of application of standardised financial processes across the board.
- Facilitate a smooth audit process for the annual financial audit.
- Provide support to the Programmes HOD in supplying the required and relevant accounting and financial information.
- Cash reconciliation schedule completed. Maintained by Expense Controller, assisted by Finance Assistant to collate supporting documentation and submitted to National Finance Coordinator for weekly review.
- Provide support to the NFC and Head of Department supplying relevant and required information.
- FILING
- Record keeping should be of a high standard.
- Completion of relevant documentation and appropriate filing.
- FOREX PLATFORM
- IRW Loan payments promptly tracked and executed.
- Adhere to SARB requirements.
- Forex payments – loading of new beneficiaries and liaising with forex department on queries on 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.