FINANCE OFFICER

Job summary

NGO THE HALO TRUST in Ghana is recruiting a Finance Officer to support its programme on Weapons and Ammunition Management (WAM) activities. The successful candidate will be based at the organisation’s headquarters in Ghana and will provide financial assistance to ensure effective delivery of programme objectives. In addition, the Finance Officer may be required to provide support to other HALO programmes across the country as needed. The Finance officer is responsible for overseeing daily financial duties on the project and performing account keeping, working together with relevant departments to ensure expenditure made within the project is in accordance with HALO global procedures and national legislation. The Finance Officer will work closely with the International Finance Manager and Senior Project Manager to prepare and monitor project budgets and support on all financial reporting, payroll, and audits. Occasionally, the supervisors will ask The Finance Officer, to complete reasonable additional duties that fall outside of the job description.

Duties & Responsibilities

Leadership and compliance

• Promptly review and verify payment ensuring internal control procedures are met, including proper coding and authorization and adequate and complete supporting documentation.
• Reviews and verifies OV liquidations ensuring that supporting documents are adequate and complete before submitting for processing.
• Ensure each donor’s audit compliance requirements are met. The FO must report instances of non-compliance immediately.
• Help ensure that all audit recommendations (internal and external) are implemented.
• Provide support to the overall Programme in terms of budget allocation and procurement related activities.
• Ensure all staff are aware of and follow purchasing and payment procedures.Conduct regular internal control checks, occasionally in coordination with the Senior Project Manager, the International Finance Manager, or other international staff when applicable.

Accounting

• Deliver clear and transparent accounting of all HALO financial transactions in accordance with the HALO SOPs.
• Review PVs, OVs, and PRF for accuracy and donor allocation checking that all necessary information has been provided, such as quotations, goods note received, invoices and receipts.
• Prepare accurate payment vouchers and post them into NetSuite in a timely manner.
• Make and manage all payments and post daily transactions manually in the Cashbooks.
• Monitor cash and bank balances continuously.
• Establish cash management processes to guarantee maximum control and security, supporting the Project Manager in forecasting monthly treasury needs and planning to ensure the availability of funds for daily operations, salary advances, payroll, and other expenses.
• Conduct cash reconciliations daily and bank reconciliations on weekly basis.
• Prepare monthly accounts and submit to the International Finance Manager and Senior Project Manager for review and certification
• Oversee supplier payments while ensuring strict management of all related documentation, and promptly notify the Senior Project Manager and International Finance Manager of any discrepancies.
• Support project teams with financial information and promote financial literacy within the project.
• Reviewing outstanding payments due and ensure agreements with suppliers are in good standing. Additionally, review any open vouchers and confirm their closure in a timely manner.

Payroll:

• Prepare and execute payroll for all staff monthly in a timely manner.
• Ensure the timely payment of local taxes and compliance with all statutory obligations, while also reconciling payroll monthly.
• Update payroll with new salaries, changes and incentives as may be required.
• Familiarise and train staff on organisation financial policies and procedures.

Programme/project finance management

• Together with IFM help implement and use of HALO’s budget and reporting system (Adaptive Insights)
• Support the financial planning for the Programme office, including development, management and reporting of the Programme office budget.
• With support from the IFM, lead on the preparation of external and internal audits of donor funded projects
• Support the International Finance Manager on new concept notes and proposals and new business plan
• Ensures programme compliance with all HALO Finance policies and procedures.
• Establish cash management processes to guarantee maximum control and security, supporting the Project Manager in forecasting monthly treasury needs and planning to ensure the availability of funds for daily operations, salary advances, payroll, and other expenses.

Requirements/Qualifications:

• A minimum of bachelor’s degree in Finance, Accounting, Buisiness Administration or a related field.
• Registered with a national and/or global accounting body.
• Advanced spoken and written English
• A minimum of 5 years professional experience working in NGOs, ideally INGOs
• Familiarity with financial software systems and strong proficiency in Microsoft Excel
• Thorough understanding of financial regulations and accounting procedure
• Competence in managing budgets.

Essential Skills and Knowledge:

• Experience working with US Government funded projects, national commission or security forces.
• Important level of accuracy and mindfulness in financial accounting and reporting.
• Excellent communication, interpersonal and analytical skills with meticulous attention to detail
• Collaborate with other organisation department to provide financial insights that inform strategic planning.
• Ability and willingness to work strategically and undertake routine administrative/logistic tasks.
• Sensitivity to cultural differences and the ability to work in a variety of cultural contexts.

Required Documents:

Please provide the required documentation listed below for your application:

• Curriculum Vitae (CV)
• Copy of Diploma/Certificate(s)
• Motivation Letter
• Copy of ID/Passport
• Three professional references (names and contact details)
• Employment references or letters of recommendation (one at least)
• Police clearance certificate / proof of clean criminal record