Senior Bookkeeper

**African Impact Foundation**

**Finance and Governance Officer - Part-time (20 hours per week)**

**Senior bookkeeper level - no direct reports, working with the Exec Director and Treasurer to develop financial management.**

**PART 1 - The Opportunity**

The African Impact Foundation is a small youth development non-profit with big ambitions for impact. We operate programs and have a team in Zambia to create pathways out of poverty for young people in Livingstone. We have a fundraising and governance team in Cape Town. Having recently entered into a corporate partnership, we want to grow our impact on the ground and develop financial management practices to support this.

**PART 2 - Organisation Structure**

African Impact Foundation UK is a registered charity. Donations and payments are received in our UK bank from various platforms and a small number of bank transfers. There are a small number of core expenses.

Funds from the UK are transferred to our Zambian organisation, The Happy Africa Foundation. This expenditure is tracked locally and requires checking.

Funds from the UK are transferred to South Africa NPO. Expenditure is for core costs and a small number of transactions as we currently have no programs in South Africa.

**PART 3 - Job description**

**SUMMARY**

The finance and governance officer will own and action the finance and governance tasks of the African Impact Foundation. The role is to ensure good financial management practices, the ability to tell the story of financial health and guide the team on financial processes for a small non-profit. We are currently moving our financials onto Xero software from excel.
- Financial tracking of income and expenditure (restricted and unrestricted) across 3 registered countries -Zambia (project expenses) and South Africa & UK (core costs).
- Reporting annual accounts, monthly management accounts and cash reporting, and board reports.
- Banking, payments and transfers in 3 currencies and countries (note makes their own payments).
- Complete the finance system (Xero) implementation to replace excel and prepare users and processes for the transition.
- Support the Executive Director in budgeting and forecasting income and expenditure.
- Support the project team with program budgets, tracking expenditures and cash management.
- Financial analysis of income sources, expenditure and programme costings.
- Create processes and templates for tracking grant and CSR donations.
- Oversee payroll for a small team of 8 people. Local accountants run the payrolls.
- Lead the process for annual financial statements to be completed for each registered entity.
- Work with the Board Treasurer to simplify financial management practices and

assist the Board Secretary with policies and governance requirements.
- Own relations and payments with suppliers - IT support, IT platform subscriptions,
- The role will report to the Executive Director and has the support of the Board Treasurer.

**DETAILED DESCRIPTION**

**Financial tracking of income and expenditure**
- Work with project teams to track monthly program income and expenditure, training and supporting them on their tracking system.
- Track income and expenditure associated with the head office team and core costs.
- Collate and track donations from various platforms to enter/import into the cashbook.
- Track balances for each fund, program or cost centre, flagging any areas of risk or concern before it becomes an issue.
- Create and track payment of invoices for product income.
- Create tax receipts for donors when required.

**Financial reporting**
- Create a monthly management report with commentary for the executive director/treasurer to share with the board.
- Create project financial health reports and fundraising health reports for the team so they are informed so they can manage their financial area.
- Track cash balances for restricted and unrestricted funds.
- Create cash books, accruals, capital expenses and all information for partner accountants to produce our statutory accounts and tax returns in the UK (main reporting body), South Africa and Zambia.
- Support partner accountants with audits (none required at present) or other questions.

**Banking and Payments**
- Manage invoices received - seeking approval and making payments to suppliers.
- Oversee the monthly payroll for a small team (8 people) - in SA and Zambia. Local accountants run the payroll.
- Create statements and make payments to countries from UK banks to ensure funds are in the correct country bank account when needed.
- When required, provide information to banks, the Exec Director and Board Treasurer.

**Finance System Implementation**
- Involvement in phasing in a new financial tracking system to replace our excel based accounting (this has been started).
- Agree on the plan and costs with Exec Director and Treasurer to make the transition smooth and accurate.
- Train team members on using a new system for input and reporting.

**S