Internal control and risk management

• Prepare and maintain a standard operating procedure document for the project.
• Monitor compliance with the procedures and address any areas of non-compliance.
• Oversee the internal control environment and institute improvements as appropriate.
• Identify risks and flag them to the project management function, CEO and/or CFO as appropriate.
• Prepare and maintain an operational risk register for the project.

Budget and forecasts

• Measure and track project performance and expenditure against the budget.
• Update the budget and prepare forecasts as required.

Staff Management

• Provide coaching and guidance to staff members as required, including non-financial staff.
• Ensure the project is adequately resourced from a financial perspective.
• Supervision of the Project Financial Accountant with reference to their job specifications, including, but not limited to ensuring that all finance calendar deadlines are complied with and all reporting obligations are met.

Procurement

• Ensure that project tender and procurement requirements are complied with.
• Participate in tender processes as required.

Treasury

• Oversee the full treasury function for the project.
• Manage the payment process and ensure compliance with the standard operating procedures document governing the process.
• Prepare and submit draw-down requests to the donor, including all reporting information.
• Maintain the project bank accounts.
• Prepare or release EFT payments.
• Prepare or review monthly bank reconciliations.

Project Payroll

• Prepare the monthly payroll submission for the project (to be processed by the DGMT Payroll Manager), with a specific focus on ensuring adherence with timelines and checking the accuracy of the payroll against the employment contracts and other supporting documents.
• Manage the online leave and expense claims and ensure that they are up to date and there are no long-outstanding approvals.
• Assist employees with salary, expense claim and leave queries.
• Creating, maintain and update all employee personnel files.

VAT

• Develop and maintain a detailed knowledge of VAT in the context of Foreign Donor Funded Projects.
• Ensure that all the requirements of the VAT Act and the VAT Guide for Foreign Donor Funded Projects are complied with.
• Ensure that all inter-branch transactions are treated correctly from a VAT perspective.
• Prepare VAT reconciliations and returns every two months. Submit VAT returns and attend to any audits or queries.

Project and donor financial reporting

• Review and authorize journal entries, including monthly imports of the cash book.
• Ensure costs are allocated to the correct project GL codes.
• Ensure that project financials are accurate and up to date monthly.
• Ensure all balance sheet and income statement accounts are reconciled on a monthly basis. Preparation of financial reports as required both internally and externally.
• Ensure all funder reports are submitted as required.

Legal

• Review of legal agreements from a financial perspective.

Audits and reviews

• Support all reviews, audits, and investigations both internal and external.
• Act as the primary point of contact with auditors/reviewers.