Job Summary:
The Assistant Finance Officer will support the Meeting Targets and Maintaining Epidemic Control (EpiC) Botswana Finance & Administration in all financial management, administration and other operational functions of the project. The incumbent will provide support in areas of accounting and record keeping within the project and ensure that all functions under the implementing partners are conducted in an efficient manner and in compliance with USAID and FHI360 policies, procedures, and regulations. The position requires close collaboration with other operations staff within EpiC and the FHI 360 Botswana country office to ensure application of FHI 360 and USAID regulations, policies, and practices. The position will be based in Gaborone, Botswana.
Key Responsibilities:
Complete entry of financial data into accounting system and ensure system remains up to date.
Process and track invoices, create payment journals, credit memos, and vendor information for accuracy and completeness.
Review payments to ensure documentation and process are in line with FHI360 cost principle requirements.
Prepare employee travel advances for local and international requests and reconcile travel expense reports for accuracy and processing of refunds.
Review accounting transactions to ensure costs are charged to correct codes before releasing them to the accounting system.
Back-up for review of payables aging report to ensure payments are cleared on time.
Prepares and maintains monthly VAT returns for review and quarterly submission.
Assist with month end closing procedures and reporting.
Performs clerical activities to support department and serves as backup to the finance officer.
Retrieve documents needed for audit.
Perform any other duties and responsibilities as assigned.
Applied Knowledge & Skills:
Excellent communication skills.
Works well independently and within a team on special non-recurring and ongoing projects/programs.
Excellent problem solver who can exercises judgment within defined practices and policies to perform duties.
Proactive and able to take initiative in facilitating procurements
Experience must reflect the knowledge, skills and abilities listed above.
Thorough knowledge of modern office procedures.
Ability to work well with others and to develop strong team spirit.
Well developed computer, written and oral communication skills.
Supervision Given/Received:
Has no supervisory responsibility.
Receives instructions on new assignments.
Typically reports to Senior Grants & Finance Officer.
Education:
Bachelor's degree in accounting/finance or AAT / Business Administration.
Experience:
At least 1 to 3 years relevant work experience in the Finance, Accounting, Procurement or related field.
Experience with U.S. government rules and regulations and experience working in an international NGO environment desirable.
Knowledge of generally accepted accounting, budgeting and fiscal control theory and practices.
Solid knowledge and understanding of procurement processes, policy, and systems.
Relevant software skills including automated accounting software, database spreadsheets and Management Information Systems.
Ability to respond to inquiries independently and follow-up on requests efficiently.
With minimal supervision, manage high volume of workflow efficiently.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift/move up to 5 lbs.
Technology to be Used:
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
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