Finance Assistant

Description

• WSUP is a not-for-profit company that helps transform cities to benefit the millions who lack access to water and sanitation. We were created in 2005 as a response to the urban explosion that has left many cities unable to provide basic services, such as access to a toilet or drinking water, to low-income communities. We work alongside local providers, enabling them to develop services, build infrastructure and attract funding so that they can reach low-income communities
• We work in seven countries in sub-Saharan Africa and Asia, supported by an office in the UK. Since inception we have helped over 40 million people access improved water, sanitation and hygiene services
• WSUP’s innovative approach to creating impact is guided by our values, which are the common fundamental beliefs and principles that guide us. All our staff are expected to embody these values in their day to day work and interactions. To learn more about our values, please see www.wsup.com/about/work-with-us/
• For more information about WSUP's vision and approach, see www.wsup.com
• Do you want to be part of an international development organization dedicated to providing water and sanitation to those who need it most? If so, WSUP is seeking an enthusiastic and professional Finance Assistant who will process finances operations and transactions relating to the programme office in Mozambique and reporting to the Finance Manager
• The Finance Assistant will work with the Finance Manager to effectively manage the financial operations of the WSUP country programme and will be responsible for finance transactions and operations, providing up to date financial information, in compliance with WSUP policies and procedures and Mozambique’s legal requirements
• Department: Programmes
• Duration: permanent/full time
• Grade: 6
• Base Salary: MZN 1,033,834 - 1,100,421 Annual
• Benefits: WSUP offers competitive compensation per month (including Health Insurance, Life Assurance, Transport Allowance and Communication Allowance)
• Reports to: Finance Manager

Duties

• The Finance Assistant will report to the Finance Manager, with a responsibility to inform and consult with the international secretariat, including relevant staff members as follows:
• Finance – Finance Controller
• Project budgets and funder reports – Senior Management Accountant
• Payroll – Systems Accountant

Accounting

• Process all disbursements relating to the programme office including proper authorisation by the budget manager according to WSUP’s Delegation of Authority, proper coding according to the WSUP code lists, data-capture onto the accounting system and payments to suppliers by due dates
• Promptly calculate and process payments for all local taxes and record according to WSUP procedures
• Prepare the monthly balance sheet and other reconciliations
• Prepare all monthly financial returns for the Finance Manager by the required deadlines
• To carry out work in accordance with Mozambique legal regulations
• Maintain an up-to-date asset register for all assets and liabilities held >GBP1,000, computer & office equipment and vehicles, and ensure appropriate management of vehicles

General Finance

• Prepare the financial sections of contract agreements and all the procurement forms
• Follow up all disbursements properly undertaken and to make payments made under contracts and Task Orders, making sure they are correct and in accordance with signed agreements
• Upload contracts and invoices to iPOS and issue to the appropriate person to sign off.
• Check the accuracy in cost coding of transactions and financial reports such as Cost Centre and Funder Reports. Check for errors and inconsistencies, identify trends and highlight potential areas of under - or over-spend or other risks, and update forecasts
• Contribute to the assessment of bids and request for quotation mainly on administrative and financial side
• Review expenditure reports prepared by the local WSUP offices against their Task Orders and ensure that all expenditure is appropriate to WSUP, is properly coded and authorized
• File all financial records in line with WSUP’s procedures

Project Reporting

• Prepare project budgets and check those budgets for accuracy and logic
• Draft financial reports for funders as required by the Finance Manager, CM or the Secretariat
• Produce internal financial reports as required by the Finance Manager or CM

Making Supplier Payments

• Process new suppliers in line with WSUP processes and procedures
• Process invoices through IPOS for payment, liaising with the Secretariat Finance Officer throughout the process
• Set up all payments on the ABSA online Bank Account for payment
• Adhere to the payments and processing timetables for a quick turnaround
• Reconcile all outstanding supplier balances after each payment run and monthly to supplier statements
• Deal with correspondence from Mozambique suppliers and internal customers; and respond appropriately

Petty Cash, Cash Advances and Credit Card processes

• Process all petty cash; cash advance and staff expense claim requests promptly and credit card authorized appropriately and according to WSUP procedures and countersigned by the Finance Manager
• Reconcile petty cash; cash advances and credit card balances and record all related documents in the correct folders
• Post cash payments and expenses into SUN
• Post journals relating to credit card transactions and reconcile the Credit Card account Clarify queries from stakeholders in Mozambique and WSUP Secretariat

Banking Activities

• Prepare bank account and other balance sheet reconciliations
• Promptly process bank transactions for timely and accurate fulfilment of bank obligations
• Deal with all bank-related payment queries such as returned payments and ensure that other bank operations are executed in line with WSUP procedures and security and anti-fraud processes

Payroll and pension

• Produce the monthly payroll according to monthly instructions including salary changes and salary deductions, computations for final salary payments for leavers have been applied correctly and in accordance with HR and Admin Officer
• Reconcile all tax control accounts for each month before making tax returns and payments
• Process and submit for payment the monthly taxes related to the payroll: INSS, tax and leavers

Other

• Prepare finance information to the audits as requested by the Finance Manager, CM and WSUP Secretariat Finance team
• Any other duties compatible with this as assigned by the Finance Manager or CM
• Always comply with all policies and procedures of WSUP

Requisites

• Evidence that applicants meet the essential criteria will be assessed by the following methods: Application (A) Interview (I), Test (T), as indicated below
• A bachelor level university degree in Accounting, Finance or other professional qualification (A)
• Professional experience of working in a busy and pressurised Finance/Accounting environment (A)
• Experience of working in a computerized accounting environment, including purchase order software (A)
• A firm understanding of fundamental accounting principles and ability to apply them in practice (I)
• Good understanding of overseas currencies management (I)
• Good understanding of online banking management (A,I)
• Ability or willingness to work with accounting software such as Sun Accounts, Sage, Quick books, etc.
• Proficient user Excel as a minimum to intermediate level and able to use complex formular and functions (A, T)
• Proficient user of Microsoft Office suite including Word, Excel, Outlook, and PowerPoint (A, T)
• Good numeracy skills (A, I)
• Meticulous attention to detail whilst meeting strict deadlines (I)
• Organisational and time management skills (I)
• Ability to build and maintain effective relationships with internal and external partners at all levels (I)
• Strong written and verbal communication skills (A)
• Fluent spoken and written Portuguese (A,I)
• Commitment to the mission, vision and values of WSUP (I)
• Demonstrable enthusiasm for continuous learning (A,I)
• Self-starter, able to act on initiative (I)
• A team player willing to assist other members of the team when necessary (A,I)
• Accounting experience in the charity or not-for-profit sector
• Experience of working with international projects and/or offices
• Intermediate written and oral communication skills in English
• Experience in Sun Accounting software and using Vision Q&A would be an advantage
• Ability or willingness to learn how to reconcile bank and supplier accounts
• Experience of preparation for and supporting financial audits

Notes

• Only shortlisted applicants will be contacted