Accounts Officer

TERMS OF REFERENCE FOR THE ACCOUNTS OFFICER

Reporting to the Executive Director, the Accounts Officer will be responsible for the Organisations accounting and financial management.  He/She will ensure the efficient use of resources.

Key responsibility areas and associated tasks include:

1. Accounting and Financial Management

• In charge of  accountancy procedures: allocation of expenses, posting into the accounting software, bank reconciliations, filing of documents, balance checking etc
• Manage the presentation, circulation, filing and archiving of accounting and financial documents in conformity with organisational procedures
• Maintain  Fixed Assets Register
• In charge of procurement for the organization.
• In charges of the management of office assets – repairs, insurance and maintenance

2. Treasury Management

• Open/close bank accounts on the authority of the ED through the NEC
• Oversee the management of  all bank accounts
• Follow transfers, check balances
• Supervise the management of safes and cash: available amount, balance checks, security instructions
• Assess monthly cash-flow needs for programs and core expenditure and communicate to the ED.
• Manage money transfers ensuring appropriate payment procedures (bank transfer cheque, cash, EFT etc.) are followed
• Advise the ED on investment opportunities available.

3. Commitment of Expenditure

• Ensure all expenditure is committed in accordance to the  accounting policy and procedures
• Negotiate local credit terms with suppliers (where necessary)
• Ensure that procedures are adhered to in terms of contracts and payments
• Ensure that proofs of purchase are valid (contracts, orders, bills, invoice, delivery notes, LPOs, receipts etc)

4. Budget Management

• Develop the Institution budget for each year in collaboration with the  ED and Programmes Officer for NECs approval.
• Develop programs budget in conjunction with the Programs Officers.
• Draft financial management reports (quarterly and final) for partners respecting contractual deadlines
• Prepare quarterly management accounts and provide explanation for budget variances
• Prepare projected cash flows for programs/ Administration expenses.

5. Internal Controls

• Ensure adequate internal controls are in place with respect to:
• Cash  management- bank accounts, petty cash, incomes
• Asset management
• Income and expenses
• Staff Imprest and staff debtors

6. Audits

•  Ensure the annual audit is carried out in good time- must be concluded by 31st March.
• Ensure the program audit where required are carried out in good time and submitted to the partner

7. Team Leadership

• Oversee the operations in Accounts department as well coordinate all Branches.
• Ensure and always improve information flows within the department and with other departments and programs.
• Ensure all financial reports are submitted every 5th of the month to the ED and reviewed by the Finance committee –This include Branch financial reports.

8. Other

• Any other duties as may be assigned by the ED