Senior Finance Officer

7 days ago

Cape Town, South Africa mothers2mothers Full time

The overall purpose of this role is to manage all (internal and external) day to day financial accounting matters including day to day financial processing; posting invoices and making payments, ensuring transactions are properly recorded in the accounting system. This role includes the monitoring of restricted grants and liaising with project directors thereon, statutory financial reporting, preparing audit documentation and acting as key point of contact for statutory auditors. This role is based in the UK Office and reports to the Head of Finance and Operations

**Key Performance Areas**

**1.Purchasing, Vendors, Payments & Cashbook Management**
- Enter all invoices into the Accounting system and allocate them against purchase orders
- Prepare Purchase Orders ,Purchase Invoices and Credit Notes in Accounting system prepared by finance assistants, finance officers and travel coordinator
- Prepare Payment Vouchers and Creditors reconciliations
- Prepare staff expenses in the accounting system (Reimbursements and/or advance liquidations)
- Coordinate and manage the process to setup new suppliers in the accounting system for all countries
- Maintain and update supplier information and relevant background checks and terrorist/debarment checks for all countries
- Review the creditor age analysis report at month-end and ensure any overdue invoices are paid.
- Review open Purchase Orders
- Prepare Cashbook processing (debit orders and transfers)
- Prepare Credit Card processing

**2.Revenue / Sales Invoices**
- Prepare Cash Receipts Journals
- Raise Sales Invoices for approval by the HFO.

**3.Prepare the Payroll**
- Preparation of monthly payroll analyses and liaison with payroll consultant to ensure timely payment of salaries
- Preparation of the monthly timesheet allocation and corresponding journal entry.
- Review timesheets for errors and request necessary corrections.
- Process payroll related journals and accruals.
- Process Intercompany invoices.

**4. Fixed Assets**
- Set up Fixed Asset cards for all new fixed assets
- Reconciliation of the Fixed Assets Sub ledger to the General Ledger
- Oversee and manage the maintenance of the Fixed Assets Register
- Manage and initiate the annual fixed asset verification for ALL countries
- Process monthly depreciation journal and asset disposals

**5.Month-end and year-end close activities**
- Prepare the relevant month-end close reconciliation of balance sheet accounts for m2m UK
- Prepare the bank recons for m2mUK/US
- Monitoring of restricted grants and liaising with project directors thereon
- Prepare monthly vendor, customer and fixed asset recons to ensure the sub-ledgers agree to the general ledger and report any variances to HFO.
- Adding payment data to Salesforce and pulling reports to ensure data reconciles to the bank.
- Liaising with the fundraising team to ensure income is properly processed onto the financial system, including coding and reconciliation of restricted and unrestricted income to source documentation
- Prepare Prepayment Release for m2mUK/US
- Assist with the mid-year and year-end activities in preparation for the yearly audit for m2mUK
- Statutory financial reporting, preparing audit documentation and acting as key point of contact for statutory auditors.
- Preparation of gift aid returns.

**6. Establishing and maintaining administrative processes**
- Ensuring compliance with m2m’s financial policies and procedures
- Other ad hoc tasks and projects as required
- Responsible for ensuring financial filing systems are properly maintained

Job Requirements

**Qualification and Experience**:

- Recognized Accounting/Business diploma or degree or
- At least 5 years’ work experience in a related role
- Focused and versatile team player that is comfortable under pressure
- Analytical and problem solving skills
- Structured and process driven
- Computer skills including the ability to operate computerized accounting, spreadsheets and word processing programs at a highly proficient level
- Excellent interpersonal skills; ability to work on own and within various teams;
- Ability to manage competing tasks; ability to prioritize and produce high level output consistently

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