Job Description and Person Specification
Job Title:
Directorate:
Reports to:
Location:
Direct Reports:
Transaction
Processing and
Financial Reporting
Budgets and
Budgetary Control
Projects Accountant
Finance
Head
Finance/IT/Fundraising of Step:
Accra
None
Job Role
Job Family: 4
1
Role Overview:
Key
Responsibilities:
The role is responsible for supporting the day-to-day management of donor projects as well as supporting project partners to establish effective financial management systems.
Accountabilities
Key Activities

Review payment requests and supporting documents and make recommendation for approval or otherwise

Review cost classification for transactions processed in SUN to ensure that they are in line with approved classification and budget

Perform periodic reconciliation to identify errors and omissions and rectify them to ensure data completeness and accuracy

Prepare and present financial report to management to aid decision making in the region

Support audit of donor project activities and follow up on implementation of audit recommendations

Liaise with regional Accountants to perform quarterly expenditure verification for projects and report to management and internal auditor appropriately

Review all project budgets and ensure that activities planned and budgets allocated are in compliance with donor contracts

Provide the necessary budget and costing guidelines for smooth planning and implementation of project activities

Support programme officers, partners and other regional team members to complete costing and budgeting templates for review and approval

Consolidate regional budgets and prepare cash flows in accordance with the expenditure phasing per activities costing

Work with projects Coordinator and other Project Managers to review and revise budgets in accordance with feedback received from budget reviewers

Review proposed changes to project budgets and ensure that changes comply with donor expectations and will facilitate
1

Treasury Functions
Project
Management
Job Description and Person Specification successful achievement of project objectives

Maintain an up-to-date record of all donor funds received, expended and balances outstanding periodically (monthly, quarterly etc.)

Liaise with appropriate officers to submit invoices etc. to donors and follow up to ensure that all funds requests are remitted on time to facilitate smooth project delivery

Review petty cash replenishment requests and advise on required amount

Maintain petty cash for approved foreign currencies at approved cash levels to facilitate effective exchange management

Complete appropriate forms for overseas payments, telegraphic and swift payments and ensure appropriate postings into SUN

Investigate all delays in telegraphic, swift, and direct transfers to ensure payments or receipts are made on a timely basis to avoid penalties with suppliers or delays in receipts

Liaise with Finance Manager for appropriate foreign exchange transactions and submission of appropriate documentation to banks for quick cash transfers

Responsible for overall financial management of Projects implemented at the Affiliate Programme

Responsible for ensuring that project costing are accurate and in line with the donor's expectations

Responsible for liaising with the Finance Manager and Regional
Accountants to create project codes in SUN

Responsible for maintaining a contract management system that tracks all information about projects including, donors name, contract sum, duration of project, copies of contracts, audits, reviews and reporting periods and reminding relevant staff of their schedules appropriately

Responsible for maintaining a register of donor contract documents for the Affiliate Programme

Support proposal development and cost activities of concept notes and proposals using appropriate activity costing sheets and convert to donor formats as may be prescribed

Be an active member of the Project Development Team and be responsible for the costing of all activities for concept notes and proposals

Review the financial narrative section of all proposals, concept notes and project report

Periodically update management with up-to-date report on the status of all projects and advise management on issues that require management attention

Support appraisal of new partners to be included in the implementation of donor projects and report to management appropriately
2

Others
Job Description and Person Specification

Support capacity building of non-finance staff on financial management and contract management

Support implementation of programme activities and act as facilitator for other functions as may be appropriate

Perform stock counts and fixed assets verification for all project assets and ensure compliance with assets management provisions of donor contracts

Review all legal documents generated for the purposes of managing a donor contract

Perform float and staff debtor circularisation and advise management on appropriate action on overdue debts and defaulting staff

Review payroll bank letter and batch staff salaries and other direct payments to bank

Perform other functions that will be assigned by management from time to time

Process recharges and send to Country Programmes and the AAI IS to credit AA Ghana

Reconcile and follow-up on all outstanding recharges for the CP

Fundraising
Typical People Management Responsibility
Approximate number of people managed in total
None
Matrix Manager – (projects/dotted line) National Projects Manager
Team Leader Head of Finance/IT/Fundraising
Grandparent-
Leaders/Managers manager of Team Country Director
Person Specification
Education &
Certifications
Essential
Knowledge and
Experience

Professional Accounting qualification(Part 3 – ACCA, CIMA,
ICA, CPA)

1 st degree in Accounting and Finance related field + 7 yrs experience or equivalent

2 nd degree in Accounting and Finance related field + 3 years’ experience
Must have good knowledge of the use of accounting software (knowledge of SUN Accounting and Vision Executive will be an added advantage).
Must have strong knowledge of internal controls and budget/cash flow monitoring.
Must have a good knowledge of international accounting standards.
Desirable
Knowledge and
Experience in financial management of development projects especially for projects funded by development partners DFID, EU and other relevant
3

Experience
Competency
Management
Other Core
Behavioural
Competencies including:
Job Description and Person Specification donors.
Competency Profile
What it looks like
Must be able to work with less supervision.
Must be able to use Microsoft Office applications efficiently
Must have proven experience in training, coaching, mentoring and developing others.
Must have experience of working effectively and comfortably in a crosscultural environment and with multi- and interdisciplinary teams in a large organisation.
Integrity; good judgement, leadership, analytical thinking, excellent interpersonal; communication and negotiation skills; stress tolerance, fluency in written and oral English; team working including virtual teamworking; self-motivated; innovative mind set, high learning ability; active listening skills; demonstrated initiative and high levels of gender sensitivity.
4