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Expense Officer

4 months ago

Cape Town, Western Cape, South Africa Islamic Relief South Africa Full time

Purpose of Position

  • Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the office with regards to income in accordance with IR guidelines and accepted accounting
  • The Expense Officer is responsible for the efficient processing and record keeping of all aspects of the Organization's payments and expenses and income where applicable. All points listed below are of relevance, but the job description implies a wider and far
- reaching overview that would provide delivery of pertinent information as well as valid, accurate, complete and timely processing.

  • Accountable for maintaining a smooth and efficient accounting system which provides project related financial information for IRSA
  • Maintain good relations and understanding between IRSA head office and regional offices with all expense related
  • Prepare and process timely and accurate financial information (towards the appropriate projects and relevant project codes), including monthly reconciliations (bank, year to date reports, ) on a monthly basis for head office level and management usage.
  • Deal with day to day financial related matters pertaining to the
  • Engage with the various IRSA stakeholders in the execution of the Expense Controller function (financial institutions, fellow staff, auditors, etc.) and assist with Income related requirements where
  • Consolidating regional financial information required per weekly expense tracking and processing, to prepare for submission towards routine monthly reporting.
  • Monitor, maintain and ensure compliance of strong accounting controls pertaining to expenses for all regional
  • Facilitate a smooth audit process for the annual financial audit

Key Accountabilities

FINANCE MANAGEMENT AND COMPLIANCE


The Expense Officer is responsible for the efficient processing and record keeping of all aspects of the Organization's payments and expenditures and income where applicable.

All points listed below are of relevance, but the job description implies a wider and far-reaching overview that would provide timely delivery of pertinent information as well as processing.

Review all Finance and Support Services Department processes - migrate to automated systems wherever possible to ensure efficiencies.
Attend to ad hoc tasks from National Finance Coordinator or Head of Department.
Report on matters of non-compliance, record keeping, reporting, authorisation, etc. including potential issues of concern or risks to the NFC and Head of Department.
Deal with day to day financial related matters pertaining to the Organization.

Maintain financial systems and controls to ensure the efficiency, integrity and transparency of the function with regards to expenses in accordance with IR guidelines and accepted accounting standards.

Accountable for maintaining a smooth and efficient accounting system which provides project related financial information for IRSA use.

Ensure sound maintenance of all accounting records and supporting documentation for all financial transactions to be maintained in a systematic order and in a safe and secure condition under the custody of the Organization.

Enable accurate and efficient reporting through accurate accounting, on approved budgets and proposals by ensuring compliance to processes, procedures and sound internal financial controls.

Support the National Financial Controller in a busy and highly demanding environment to meet finance objectives and goals for the Organization.

Maintain good relations and understanding between IRSA head office and regional offices with regards all expenses related matters.

Assist National Financial Controller to monitor, maintain and ensure compliance of strong accounting controls for regional offices, across the organization.


Reporting

Seasonal Projects:
Regular reporting on the status of seasonal project expenses (e.g. Fitrah, Qurbani, Ramadan, etc).

Weekly Reporting
Weekly financial reports as required by the NFC and HOD (staff claims schedule, cash request reconciliations, bank reconciliations, petty cash reconciliations)
Maintain petty cash receipts and schedules; verify and allocate to general ledger and maintain up to date records.
Create new suppliers, general ledger accounts, project codes as required.
Regular scrutiny and maintenance of age analysis.
Supplier account reconciliations to reconcile ledger to supplier statement.
Conducting financial due diligences on all paperwork submitted to Accounts.
Verifying paperwork for validity, accuracy and completeness.

Timeous and accurate capturing of invoices to creditors ledgers, allocation of correct project codes, general ledger accounts and VAT allocations.

Daily review and processing of Purchase Orders (PO) and circulation of systems generated PO with Procurement.
Processing of weekly payments to BIO online.
Sharing proof of payments with Procurement and the originator, no later than a day following the processing of payments.
Follow up