Finance & Administrative Officer – Invoices and Payment Requests

Duties

• Under the supervision of the Programme Manager. The Finance & Administrative Officer responsibilities will be as follows:
• Assist the coordination of the field office and PSEPA team, in administration and finance matters to ensure an effective management of the financial resources according to the WWF procedures
• Ensure the compliance of administration, finance and policies and procedures
• Represent the organization in attendance of meeting as and when required
• Responsible for the management and training of administrative office staff, as well as field staff
• Ensure payables are managed smoothly and efficiently in accordance with WWF procedures and with accuracy and completeness. Ensures that all payments are done in a timely manner
• Ensure that transactions are processed daily in the system and that they are accurate and complete

Financial management and accounting (40%)

• Ensure completeness of supporting documentations for payment
• Invoice coding and data input into Oracle on a daily basis
• Responsible for petty cash disbursements, replenishment and petty cash count
• Ensure bank and petty cash transactions are recorded on a daily basis
• Prepare monthly cash-flow control sheets with original documents of all transactions and send them to Maputo
• In coordination with Program Manager and PSEPA Administrator, prepare the forecast of funds needed, and to call down from Maputo to ensure the positive cash flow in the field Office
• Review field budget activities to ensure cost efficiency
• Coach and train field staff in all matters regarding financial reports
• Ensure all transactions are processed and ready in time for month end and quarter end close as per agreed timetable
• Review payment vouchers, bank & petty cash control sheets
• Verify travel expense reports and ensure compliance
• Ensure all procurements comply with competitive 3 quotes bidding
• Issue, track and reconcile approved travel advances to field office staff and send reports to head office; review advance reconciliation and claims for completeness and accuracy
• Manage filing/archiving of all AP documents and admin files (including invoices, payment vouchers, credit memos, expense reports, AP adjustments via AP Module)

On Oracle and Period End Close (20%)

• As an AP user in Oracle, responsible to create and validate AP invoices such as supplier invoices, travel expenses, create credit memos
• Ensure all transactions accepted for payment processing are correctly approved and accurate accounting information provided for posting in the ledger
• Support the field finance & Administrative functions in Angoche and support other offices on issues regarding AP and other support

Administrative management (30%)

• Responsible for vehicle fleet in the field office (regular maintenance and vehicle usage policies applied)
• Responsible for fixed assets management
• Take responsibility for the maintenance of all office equipment
• Prepare and organize local workshops
• Administration of medical aid for field staff
• Prepare payment request according to internal procedures of the organization
• Coordinate and organize field staff travels and other staff travel in the field
• Responsible for correspondences, preparation of contracts and sending invitations

Program audits (10%)

• Provide support role in audits (internal and external) including preparation of documents for internal, external and donor audits), in the field office when necessary
• Liaise with internal and external auditors on audit related issues
• Facilitate auditors in performing on-site visits
• Assist in providing management responses to audit reports and timely implements the audit recommendations
• General Responsibility:
• Undertake any other official duties as assigned by the Programme Manager and PSEPA Administrator

Requisites

• Profile:
• At least 5 years’ experience in accounting and finance in the field of international NGO´s or private sector
• A university degree in Commerce, Accounting or Finance
• Demonstrable skills in the development of finance and accounting policies, procedures and systems in the context of an international NGO
• Good knowledge of fund accounting including reporting requirements of major Bi-lateral Aid Agencies,
• Hands-on knowledge of the major Oracle and excel would be a distinct advantage
• Excellent English and knowledge of local languages an asset
• Required Behavioural Skills:
• Excellent Portuguese and English communication skills (oral and written)
• Excellent interpersonal skills, including the ability to develop and maintain strong relationship at all level
• High ethical standards of behavior, good judgement, respect for others, confidentiality and attention to details
• Excellent organizational, analytical and research skills
• Energetic, proactive and capable of working independently as well as being an active member of the team
• Adheres to WWF’s values, which are: courage, integrity, respect and collaboration.
• Adhere to WWF’ behavior which are: strive to impact, listen deeply, collaborate openly and innovate fearlessly
• Good interpersonal skills (tact, diplomacy, discretion and impartiality) are essential for this position
• Strong team-player with ability to work in virtual teams
• Ability to work and communicate effectively with a broad spectrum of individuals within a broad range of cultural environments, especially in the African context
• High level of good organizational and administrative skills with an ability to work well under pressure
• Must be committed to equal opportunity employment policies

Notes

• Only shortlisted applicants will be contacted
• Mission of the Department: Mozambique is one of the most biodiverse countries in the world. Critical forest, freshwater and marine land- and seascapes provide important socio-economic benefits to the communities who depend upon them directly, as well as to the national population more broadly. Yet these natural ‘assets’ are under extreme pressure. WWF Mozambique’s (MCO) vision is “a prosperous Mozambique built on thriving ecosystems and environmental citizenship.” This vision is intended to be achieved through a Country Strategy 2020-2030 that stablish three pillars: inclusive conservation of species and habitats, sustainable and equitable livelihoods and greening the footprint of economic development
• Drive the financial and administration processes to conduct the office administration and to generate reliable, transparent & timely financial and administrative information needed by WWF Mozambique to manage its resources and the funds entrusted to it by its donors & partners, thereby generating ongoing confidence
• Working Relationships:
• Internal: Interacts and works closely and on a regular basis with the Seascape coordinator, Programme Manager, Finance Manager and Mozambique Country Office project and office staff.
• External: Interacts as required with other stakeholders, in collaboration with the Project Executants as appropriate