Project Accountant – Practical Action
JOB FUNCTIONS AND ACCOUNTABILITIES
Managing project finances, supporting project delivery staff and reporting on financial performance of the Smallholder Women Farmers Achieving Sustainable Livelihoods and Food Security through Agroecology, Solar Gardens and Natural Resource Management(P4P) in accordance with the project documents.
Delivering Performance as One Practical Action (70%)
• Preparation of quarterly financial reports and preparation of funds requests;
• Perform routine document review of project documents;
• Review of the monthly actual and projected expenditures using monthly Budget Monitoring Tools (BMTs) and identify potential project under or over-spends and liaise with Finance manager and team leader;
• Perform monthly value for money analysis and advise project management on the cost saving schemes;
• Ensure that all files are adequately documented as per Practical Action standard Checklist such as budgets, MoU, reports, budget amendments, and donor/partner communications, etc.;
• Ensure existence of sound internal control;
• Ensure compliance with the rules and regulations administered by the grantor;
• Liaise with logistics in monitoring assets and the fleet (all vehicles). This also involves maintaining both assets and inventory database;
• Perform monthly beneficiary distribution reconciliations and project level summaries;
• Facilitate donor audits for the project;
• Perform periodic risk assessment of the project and provide risk mitigation strategies;
• Conduct regular field visits to operational field locations;
• Ensure Practical Action’s fraud policies are adhered to;
• Preparation of Project Budgets and Budget re alignments;
• Monitoring and updating the Logistics Order Tracking System (OTS) to ensure timely payments of creditors and guaranteed accuracy;
• Assisting in fleet management and ensuring vehicle operating costs are well controlled and monitored;
• Work closely with procurement team to ensure Practical Action and donor’s procurement procedures are adhered to at all times;
• Maintaining a supplier contract database and ensuring tax compliance;
• Perform routine document review of project documents to ensure donor compliance;
• Assist the Management Accountant to ensure adherence to Practical Action’s anti-fraud, and conflict of interest policies;
• Checking of all payment vouchers and advance acquittals to ensure accuracy and donor compliance;
• Monthly cash and bank reconciliations for the Sub/field account.
• Management of cash in the field office and ensuring the field offices is well catered for by sending weekly and monthly cash requests to the Harare Office;
• Ensure all floats/advances are acquitted in time without exceeding a period of 10 working days;
• Capturing transactions into the excel sheet cashbook on a daily basis;
• Ensure all paperwork is properly filed in the required order and submitted monthly to the Harare office;
• Management of fuel disbursements or other suppliers for all vehicles and ensuring constant supply for all field activities;
• Offering logistical support in Gwanda and Bulilima districts;
• Monthly reconciliation of the fuel account(s);
• Ensure timesheets are completed and submitted to HR monthly as well as ensure charges to the project match the time sheets;
• Ensure overall compliance with the HR and Finance manuals and any related policies;
• Participate, plan for performance management and ensure that set objectives are achieved according to the performance plan.
• Perform any other finance and admin duties as deemed necessary by the Management Accountant.
Achieving Change Ambitions and Strengthening Organizational Profile (10%)
• Contribute to change ambitions and strengthening of organizational profile by participating in district project activities such as project inception and progress review meetings.
Generating Funding and Managing Relationships (20%)
• Assist in preparation of proposals by supplying all necessary documents required from the finance side;
• Preparation of project budgets
PERSON PROFILE
Qualifications and Experience:
Must have a minimum of a Higher National Diploma /Advanced Diploma/Degree in Accounting);
Part Qualified Accountant or Management Accountant;
A minimum of 3 year experience with development programs.
Experience in using SUN systems and Vison/Q&A;
Strong knowledge of fund accounting regulations for non-profit organizations;
Good knowledge and experience of all core financial administration activities including accounts payable, cash management, budget development, statutory requirements and standard accounts.
Other Required Skills and Knowledge
• Experience in preparing financial and/or management accounts.
• Experience in conducting partner monitoring and reviews, including but not limited to voucher reviews.
• Strong numeracy skills and ability to build effective working relationships with finance and non-finance colleagues.
• Strong knowledge of fund accounting regulations for non-profit organizations.
• IT literate and excellent knowledge and skills in using computer based multi-dimensional Accounting systems, Microsoft Excel and Word packages.
• Excellent interpersonal and motivational skills
• Prior experience as Grant officer/Project Accountant or similar in an NGO
How to apply
Submit a 3 page CV along with names of at least three professional references and a supporting statement of not more than two pages outlining how your qualifications and experience will equip you to succeed in the role of your choice. Applications should reach The People and Culture Lead for Southern Africa at: [email protected] N.B: Shortlisting shall be done as applications are received.
“We treat all applications for employment on their merits and do not take into consideration any factors that are not relevant to the job such as gender, race, religion, ethnic or national origin, caste, tribe, belief, age, marital status, pregnancy, caring responsibilities, sexual orientation, or disability. Practical Action is committed to safeguarding and protecting children and vulnerable adults and as such candidates will be subject to pre-employment checks.”
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