Financial Coordinator (FC)

Job Summary

The incumbent will be responsible for assisting the HOD of Finance and Support Services to ensure the effective and efficient functioning of the department. As the FC, the direct reports will be the income controller, expense controller and a shared oversight of the financial assistant with the Support Services Coordinator. The position also requires filling in as a relief function for the income and expense controller as well as the HOD as may be required.The role includes overseeing all relevant financial policies and procedures to ensure the effective functioning of the department. It also includes ensuring that finance due diligence practices are upheld. It further includes monitoring and tracking income and expenses relative to budgets, and submitting weekly, monthly, quarterly and annual financial reporting deliverables as will be decided upon and agreed with the HOD. The preparations for the annual financial audit and upholding finance due diligence around the administration and maintenance of Section 18A tax certificates and associated records further comprises the responsibility, as well as overseeing externa compliance with SARB and other stakeholders.

Key Accountabilities

COMPLIANCE – POLICIES AND PROCEDURES

The Financial Coordinator will be required to oversee all relevant financial policies and procedures to ensure the effective functioning of the Financial and Support Services Department. It would be important to monitor policies for relevance and ensure the HOD is appraised where updates and modifications may become necessary for the efficiencies of the Department.

• Roll out documented Standard Operating Procedures for all finance and related administration processes.
• Track and review procedure on the monthly OVC reconciliation.
• Review all Finance related processes and champion efforts to formulate systems to migrate to automated systems where applicable.
• Confirm compliance of the Income and Expense Controllers with respect to budgetary, accounting, reporting and internal control systems and policies that the controllers would be responsible for ensuring all departments and regional offices abide by
• Ensure adherence to all relevant processes, procedures and policies – eg. security, data protection, IT and procurement.
• Ensure compliance of all departments and regional offices with IRSA financial policy.
• Ensure all staff are aware of and trained on finance policies and processes.

PROCESSES & REPORTING

• The Financial Coordinator would be responsible for maintaining an overview of all financial processes within the Finance and Support Services Department. The roles of the expense and income controllers would be closely monitored by the FC to ensure that any shortfalls are identified before there is a problem or risk to the Organisation. In addition, all other process and reporting functions that form part of this job category should be clearly thought out as to where in the process chain they fall, ie daily, weekly, quarterly or annual. The items listed below are not limited to but of relevance, and would have to be adapted as and when required.
• Maintain efficient and orderly processes throughout the Department (in all regions) and ensure that reporting on required functions is submitted in good time.
• Ensure that direct reports are performing to expectation and any shortfalls on delivery are highlighted and dealt with promptly.

Daily Functions:

• Ensure that systemized records are kept in files and on the server
• There should be consistent and measurable efforts to reduce overheads and unnecessary expenditure.
• Reviewing of cash reconciliation processes
• Track compliance and processing of all IRSA projects and ensure all finance related documentation is in order
• Reviewing SLA’s / concept notes/ budgets for new events, campaigns and projects.

Weekly:

• Review documentation for all finance activities and oversee finance server clean up.
• Provide weekly feedback reports to HOD.

Monthly:

• Maintenance of the fixed asset register.
• Ensure IRSA is maximizing ROI.
• Posting month-end journals.
• OEWF Administration: Monthly processing and reporting of OEWF and related queries and journals, prep for bi-annual BOD pack. Processing of funds received by IRSA on behalf of OEWF. Ensuring related party balances between IRSA and OEWF in both respective books correlate accordingly, per the monthly tracking of Accrued Income Account (OEWF books)OEWF Payables Account (IRSA books).
• Monthly general ledger audit and reviewing project codes and correct allocation thereof.
• Auditing Programmes financial reports and tracking expenditures of the local and foreign projects.
• Oversight of the monthly loan deductions.
• Ensure IRSA monthly debit orders paperwork is in order.
• Oversight of the monthly VAT reconciliation.
• Monthly roll over procedures and reports.
• Tracking IRW monthly creditor reconciliation.
• Tracking monthly salary general ledger allocations.
• Tracking monthly insurance logs.
• Tracking Momentum Health 4me billing and allocation.
• Track income and expenses – actual vs budget and provide timely feedback to HOD (monthly management reports).
• Review and run reports of income vs expenditure, eg per project and department.
• Review and monitor monthly IKD processing.

Quarterly and Annual:

• Conduct regular (annual) appraisals of IRSA’s financial performance – relative to other NGO’s in the sector.
• Ensure effective planning, monitoring, review and documentation of all finance related activities.
• Oversee Finance server is properly maintained and cleaned up.
• OEWF: Audit
• Review all Finance and processes – migrate to automated systems wherever possible to ensure efficiencies.
• Quarterly Reports to HOD.
• Quarterly report speaking to review and feedback of the quarter at a glance, to be shared with HOD.
• Must contain positive elements for action and how the Finance Department can strengthen this.
• Items that are work in progress and the timelines around actioning and review.
• Monitor trends to ensure IRSA is innovating, adapting and leading in finance and administration practice in the sector.
• Posting year end journals.
• Preparation and implementation of year-end procedures.
• Assistance towards the compilation of the quarterly BOD reports.

AUDIT AND IFRS

• Conduct and assist with internal audits of departments, including tracking of projects and programmes, to provide independent assurance that the organisation’s risk management, governance and internal control processes are operating effectively.
• External financial audit prep and oversight required to reduce audit time and fees and ensure a successful and efficient audit.
• Monitor trends to ensure IRSA is innovating, adapting and leading in finance practice in the sector.
• Annual Financial Statements preparation.

TAX CERTIFICATION

• Upholding finance due diligence around the administration and maintenance of Section 18A tax certificates issued and associated records. Liaising with Donor Relations to ensure efficient and timeous turnaround time.
• Maintain S18A logs for submission with regard to annual tax return, and share regular feedback with Head of Department.

EXTERNAL COMPLIANCE SARB & STAKEHOLDERS

• Oversee the SARB annual application, and monitor the on-going maintenance and update of the SARB schedule.
• Ensure stakeholder relationships are properly maintained with Organisation best practice.

DEPARTMENTAL RELIEF FUNCTIONS

• Provide a relief function for the income controller.
• Provide a relief function for the expense controller.
• Provide a relief function for certain HOD functions (eg. verification of bank payments when HOD is on leave)
• It is important to be familiar with all financial data and provide analysis where necessary on actual vs budget in order to assist the Head of Department.

LEADERSHIP AND MANAGEMENT

• Attend to ad hoc tasks on request from the Head of Department.
• Identifying short-comings in the position and brainstorm how to overcome particular challenges.
• The success of the position will be reliant on tasks and requirements being finished and delivered according to agreed upon deadlines, timeously and efficiently.
• Report on matters of non-compliance, record keeping, reporting, authorization, etc, including potential issues of concern or risks to the HOD/CEO.
• Tasks should be delegated appropriately to the Finance Assistant in collaboration with the NSSC function to ensure that there is due synergy in the function and prioritizing of responsibilities.

ORGANISATIONAL COMMITMENTS AND 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
• Support Services Coordinator
• Income Controller
• Expense Controller
• Finance Assistant
• Donor Relations Officer
• 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

• Relevant Tertiary Accounting Qualification (Degree or Diploma)
• Minimum 5 year experience in similar role, preferably in the NGO sector
• Excellent knowledge of Microsoft Excel – completion of a course will be advantageous
• Excellent communication skills
• Excellent organisational skills
• Self-motivated and innovative
• Committed and dedicated

Key Islamic Relief Qualities Required

• It is essential that the post holder shows a good understanding and sympathy 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, itsresources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.