Finance Officer - NACOSA

We started as a convention intent on bringing together organisations working on HIV. We now render services and disburse funds towards a coordinated response to HIV, TB and GBV as public health threats. As an organization, we work at national, provincial local and community levels and strive to embody the ideal spirit of NACOSA.

We strive to live our values and philosophy in every interaction and task. NACOSA has a zero-tolerance for sexual exploitation, abuse, and harassment (SEAH), and related abuse of power and is committed to protecting its staff and all people receiving services through our programs from this type of misconduct.

Our Values

We recognize and respect the agency, dignity and strength of communities and people, we are connected to and grounded in communities, we value and embrace inclusion, diversity, and transformation, we put people first,

The duties and responsibilities of the finance officer will include, but not limited to:

Budgeting, Forecasting and Planning

• Assist with setting up implementing partner budget.
• Amend Implementing partners budgets and related schedules / reports for any budget change requests that are received and approved.
• Review implementing partner monthly budget vs spend and flag excessive over / underspend for further discussion with Grant Finance Manager and Programmes Team.
• Record explanation of significant variances on implementing partners’ report budget vs actual expenses.
• Prepare monthly and quarterly revision of budget vs. actual expenses.

Accounts Processing

• Ensure Implementing partner disbursement / payment pack prepared timeously within set monthly deadlines.
• Ensure all payments requested are based on verified financial reports and that no costs would be disallowed by donors.
• Record verified monthly expenditure incurred and disbursements received from NACOSA in relevant accounting system.

Transaction Monitoring and Verification

• Monitor and control implementing partner banking activities.
• Receive implementing partner reports and supporting documents, perform a sample check for completeness:
• Review report to ensure all required sheets and fields are completed.
• Review supporting documents (e.g. invoices, pay slips, timesheets, bank statements) submitted by implementing partners to ensure that all expense claims have supporting documents.
• Test a sample of implementing partner HR and non-HR expenditure for accuracy and validity in line with donor policies and procedures.
• Where expenses are not supported, query with the implementing partner and disallow where necessary.
• Oversee that Implementing partner financial reports, supporting documents and other grant compliance documentation are filed.

Monthly Reconciliations

• Ensure the difference between the actual bank account and unliquidated advance balance is reconciled and kept to a minimum (last month’s VAT and rental deposits).
• Perform reconciliations such as bank accounts and petty cash.

Technical Guidance and Capacity Building

• Complete capacity assessment tool with implementing partners and create draft of mentoring / capacity building plan.
• Conduct training and mentoring on financial aspects to Implementing partners based on capacity building plan.

Financial Analysis and Reporting

• Generate various reports to assist with accounting functions (reconciliations, expense analysis and budget monitoring and preparation as well as the monitoring of expenses).
• Support Senior Grant Officer / Grant Finance Manager in Quarterly / Bi-Annual / Annual donor reporting.
• Support Finance Team in any required donor reporting.

Compliance and Risk Management

• Conduct regular site visits and complete site visit reports timeously for submission to Senior Grant Officer / Grant Finance Manager.
• Attend compliance and other monitoring visits such as asset verifications, stock counts and audits.
• Conduct a risk assessment and develop mentoring plan for implementing partners.
• Prepare NACOSA / implementing partners for financial audits.

People Management (if applicable)

• Motivate employees and drive a healthy, values based, engaged culture to drive achievement of programme performance standards and targets.
• In conjunction with HR, implement and support various people processes such as recruitment, orientation, disciplinary processes, time, and attendance, etc.
• Draft and implement performance management plans within the team and schedule regular contact sessions with employees to monitor and track performance.
• Assist to develop performance improvement plans (personal development plans) to support employee development and performance.
• Provide training and mentoring support to direct and indirect reports (when needed) to ensure capacity is built within the team.

Ad Hoc Tasks

• Perform irregular, one time and special request tasks related to the department as a whole.
• Perform activities as stand-in for colleague or supervisor as required from time to time.

Required qualifications, skills and experience

• Bachelor’s degree or diploma in Finance /Accounting
• Minimum of 3 years’ experience in an accounting position.
• Advanced computer literacy in MS Excel, and basic Word and Power Point, E-mails, Internet.
• Fluent in English and a local language (written and spoken).
• Proven experience in mentoring and training.
• Good verbal and written communication skills
• Detail orientation – Can integrate information from a variety of sources and analyse information to understand root causes of problems. Audits data frequently to ensure compliance.
• Prioritization – Takes accountability and responds to challenges in a timely manner. Uses own initiative to drive forward and collaborate as a team player.
• Teamwork – can collaborate effectively with team members.
• Travel – Routine travel for job requirements.