Expense Controller
2 weeks ago
Position Identification
Position Title :
Expense Controller
Organization :
Islamic Relief South Africa
Location :
Cape Town, South Africa
Reports to :
National Finance Coordinator
Grade :
TBC
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 standards.
- The Expense Controller is responsible for the efficient processing and record keeping of all aspects of the Organisation's payments and expenses. All points listed below are of relevance, but the job description implies a wider and farreaching 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 use.
- Maintain good relations and understanding between IRSA head office and regional offices with all expense related matters.
- Prepare and process timely and accurate financial information (towards the appropriate projects and relevant project codes), including monthly reconciliations (bank, year to date reports, etc.) on a monthly basis for head office level and management usage.
- Deal with day to day financial related matters pertaining to the organization.
- Engage with the various IRSA stakeholders in the execution of the Expense Controller function (financial institutions, fellow staff, auditors, etc.).
- 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 offices.
- Facilitate a smooth audit process for the annual financial audit.
Key Accountabilities
FINANCE MANAGEMENT AND COMPLIANCE
- The Expense Finance Controller is responsible for the efficient processing and record keeping of all aspects of the Organisation's payments and expenditures. All points listed below are of relevance, but the job description implies a wider and farreaching overview that would provide timely delivery of pertinent information as well as excellent processing.
- Review all Finance and Support Services Department processes migrate to automated systems wherever possible to ensure efficiencies.
- Attend to adhoc tasks from National Financial Coordinator or Head of Department.
- Report on matters of noncompliance, 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 Organisation.
- 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 Organisation.
- 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 Organisation.
- 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 organisation.
REPORTING
-
Seasonal Projects:
- Regular reporting on the status of seasonal project expenses (eg. Fitra, Qurbani, Ramadaan, 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.
- Monthly supplier account reconciliations.
- 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 gen
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