Finance Support Officer

Responsibilities:

Cash/Bank Management 

• Monitor cash levels in the petty cash box and office safe and request cash transfers on a timely basis from the CFC to ensure that there are always sufficient funds in the office. 
• Monitor the bank balance and notify the CFC on a timely basis when a transfer from Dublin is required. 
• Ensure bank transfers / cheques / cash payments are made within Concern’s limits and that all required documentation and authorisation procedures for the payment have been followed. 
• Ensure timely preparation of bank transfers / cheques for authorisation. 
• Document any findings from the review of the bank and cash books and include any further comments from the CFC Direct Reports / CFC before communicating it to the cashiers. 
• Monitor issues as they arise on the bank and cash book reviews to ensure they do not continue to occur. 
• Raise repeat issues with the CFC Direct Reports / CFC and work with the cashiers to resolve the issues. 
• Liaise with the Field Finance Officers to arrange the preparation of large cheques and liaise with programme / systems staff / suppliers regarding pick up or delivery of payments. 
• Carry out cash transfers from the bank in conjunction with the CFC and CD. 
• Be main contact point for banking issues / bank staff for Freetown bank accounts and support Finance Officers for field office bank accounts. 
• Maintain and update all bank signatory lists.
• Occasional travel to programme field sites as and when requested by the CFC / SMT to make cash payments to beneficiaries.

 Books and Records 

• Maintain accurate MGP bank/Cash books. 
• Ensure that all receipts are properly checked and verified, including any payments to local partners. 
• Ensure Filing is orderly done and stored safely. 

Payments 

• Make prompt and timely payment to suppliers. 
• Make prompt and timely payment of all taxes and creditors. 
• Participate in the implementation of bulk bank transfers / mobile money payments to beneficiar-ies.

             Review of Financial Documents 

• Review all hard copies of Freetown payment documents and a sample of field payment docu-ments on a monthly basis to ensure correct supporting documentation is attached and Concern policies & procedures are being followed properly. 
• Advise CFC direct reports of any anomalies with CWW finance policies and procedures. 
• Communicate with the field finance officers and cashiers to ascertain financial policies are un-derstood and the required documentation is sent to Freetown on time. 
• Regularly visit field offices to carry out the reviews / support staff training 

Month end account closure 

• Prepare the monthly phone bill journal and the amount charged to each project. 
• Prepare the monthly payroll journal. 
• Maintain the balance sheet reconciliations of the staff debtors and make monthly deductions from payroll as required. 
• Carry out monthly bank reconciliations. 
• Maintain the bank & cash accounts on the balance sheet reconciliations. 
• Maintain Expatriate staff personal account reconciliation 

Payroll · 

• Prepare monthly salary, overtime and allowance calculations for national staff and make the re-quired payments. 
• Ensure all salary payments go through on time. 
• Produce the monthly payslips for national staff and send to HR staff in each location to distrib-ute. 
• Liaise with HR to resolve any payroll queries / errors Financial 

Reporting, Budget and Audit 

• Ensure all documents requested by auditors are presented to the auditors in a timely and orderly way and returned to the files / archive correctly. 
• Assist the Finance team to handle queries related to internal and external audits 
• Work closely with Finance team in follow up, and implementation of recommendations by Audi-tors and Regional Accountant (RA). 
• Participate in the production of any ad-hoc year end reports for Dublin or external audit.

Staff Management and Capacity Building 

• Support Finance Team on delivering training on finance issues to non-finance staff where a need is identified in all field office and remote locations. 
• Support CFC on delivering training on fraud & corruption to finance and non-finance staff where a need is identified in all field office and remote locations.

             Other Duties  

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP); proposal development; Concern strategic plan and other Concern initiatives.   
• Promote and protect the reputation of Concern in external settings, ensuring the organization’s experience and expertise is well communicated and consistently presented, and that we are seen as a professional organization. 
• Ensure the efficient and transparent use of all Concern’s resources in order to maximize the benefit to the targeted communities. 
• Promote accountability and ensure compliance with Concern’s Code of Conduct and Associated Policies (Programme Participants Protection Policy, Child Safeguarding Policy, and Anti-trafficking Policy), Anti-Fraud Policy and Core Humanitarian Standards (CHS), including the complaint and response mechanism (CRM), to ensure maximum protection of programme participants and the efficient and transparent use of Concern’s resources. 
• Promote Equality, especially gender, within the organization and across programmes, in line with Concern’s Equality Policy and, and ensures targeting and project implementation is informed by How Concern Understands Extreme Poverty (HCUEP). 
• Undertake other related duties as may reasonably be assigned by the Country Management Team or by Line Manager.
• Ensure adherence to Concern policies and procedures.

To be added for managers:

• All managers are responsible for upholding and promoting Concern’s values, demonstrating leadership on workplace equality, diversity and inclusion, and role modelling a positive safeguarding ethos.
• All managers are required to actively participate in any emergency response as and when required.

Essential 

• A Diploma in Accounting or Finance related Field 

• Knowledge in the use of Computer: MS word and Excel 

• Minimum of two years’ experience in related field 

• Ability to work in a Team 

Desirable 

• Degree in Accounting or related field 

• Experience in working with an International Non – Governmental Organization 

Knowledge in the use of Accounting Software  

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.