Finance Officer Full Time

JOB SUMMARY

The Finance Officer at the field office levle contributes to the calling of Medical Teams by supporting the implementation of financial controls and ensuring the proper processing of project-level transactions. This includes adherence to GAAP, the Medical Teams Finance Finance Manual, and donor requirements, while ensuring compliance and efficiency in financial operations for all projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare all payment requisitions to ensure they have sufficient supporting documents, are arithmetically accurate, correctly coded, and fully authorized in line with the Medical Teams Finance Manual before payment is made.
• Assist in payroll preparation by providing relevant data, such as absences, separations, new appointments, and sick leave.
• Issue cash payments with approval from the Field Coordinator or designate.
• Be responsible for office cash, ensuring secure custody, maintaining complete and accurate records, and making timely requests for replenishment.
• Maintain a record of all transactions and prepare monthly reconciliations.
• Ensure proper filing of finance vouchers and records in hard copies for future reference, applying appropriate procedures for archiving after verification.
• Implement and follow up on Finance procedures, including transactional data updates,.
• Work on monthly allocation as per approved grant and share budget allocation (Payroll matrix on time.
• Maintain secure custody of office cash, ensure accurate records and timely replenishment of requests at the field office level.
• Conduct monthly reconciliations and verify all financial transactions against actual expenditures to ensure accuracy and completeness of records.
• Support in the preparation of project reports and any other financial reports as per set standard timelines
• Ensure proper tracking of financial documentaion including scanning, archiving and sharing both in Hard copy and sofy copy to the country Office.
• Prepare and submit weekly, biweekly and monthly Financial report to FC and COuntry Finance Department
• Support the Field Cooridnator in managing project funds, ensuring that sufficient cash is available for field project operations while maintaining adequate controls over fund usage.
• Ensure that funds are appropriately allocated, disbursed, and reconciled across project accounts, supporting financial sustainability and accountability.
• Ensure that all disbursements and fund usage are reported in a timely manner and in line with financial reporting schedules.
• Verify that all disbursements comply with donor regulations, contractual agreements, and any relevant laws or standards.
• Assist in field cash flow planning and budgeting, ensuring that adequate funds are available for project operations and that disbursements align with budget forecasts.
• Provide technical support to non-finance staff on medical team’s financial policies and procedures.
• Verify with the Logistics Department that the asset register agrees with physical assets and complies with Medical Teams policy.
• Participate in the preparation of cash flows and budget requirements.
• Ensure statutory deductions, payments, and remittance reports are completed by designated deadlines.
• Liaise with supervisors and managers to collect payment document.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.

Other duties:

• Utilize volunteers when appropriate.
• Additional duties as assigned.

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

• BA Degree in Accounting, Finance or Business Administration (Accounting) is required;

EXPERIENCE

• Minimum of 3 years of work experience in Finance and Accounting Experience working with INGOs is an added advantage

KNOWLEDGE, SKILLS & ABILITIES

KNOWLEDGE

• Basic knowledge of non-profit accounting
• Basic knowledge of payroll and voucher payment coordination
• Desired: Knowledge of ERP systems and computerized accounting software such as Sage, Unit4, etc.

SKILLS

• Excellent skills using Excel, familiar with other Microsoft programs including Teams
• Skilled in explaining financial procedures to non-finance staff
• Skilled in maintaining payroll data for monthly payments
• A good command of both written and spoken English, with strong interpersonal skills

ABILITIES

• Ability to maintain detailed records with high accuracy
• Highly organized with good quantitative ability
• Ability to priorities to manage competing tasks
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to support Medical Teams International Calling and adhere to the Medical Teams International Code of Conduct

PHYSICAL CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of personal computers, database and digital platforms, and other office productivity machinery, such as copy machines and computer printers.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to __10KG_ pounds.
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE:

• The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.