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Overview

The Field Accountant is a key member of the finance team. He/She will play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. The Accountant will provide accounting and financial analysis support to the project office and will ensure submission of financial reports based on internal deadlines. This position will ensure compliance of all accounting and financial reporting functions. Responsible for recording costs and day to day general accounting, accounts receivable/payable, payroll, risk management, managing partner relationships, assuring all backup documentation is audit ready, and troubleshooting accounting issues. The individual is also responsible for cash flow analyses, and the overall financial well-being of the project. This position will work collaboratively with local staff and will report to the designated local Finance Manager. The Accountant may perform any other related duties as assigned.

Scope of Work

Financial Reporting

• Prepares vendor and remittance tax forms and ensure these are submitted in a timely manner
• Prepares and submits monthly reconciliation reports for review
• Monitors and submits advance, commitment, and grant reports
• Oversees the reporting of expenses by regional offices (if applicable)
• Monitors and reports on partner/vendor payment schedules and obligations
• Assists in preparing information for any contractual financial reporting requirements (if applicable)
• Monitor and report on finance and accounting to ensure proper stewardship and accounting of funds for in-kind and cash grants, other program activities, operations, including maintaining liquidity for funds and financial reporting

Audit

• Comply with company’s audit requirements.
• Supports preparation of internal and external audits
• Supports responses and actions to internal audit comments
• Conducts daily reviews of backup documentation to ensure completeness, accuracy, and full compliance with COMPANY’S’s regulations
• Performs regular spot audits on project’s files.
• Ensures backup documentation is uploaded to relevant system according to set deadlines

Policies & Procedures

• Ensures that accounting policies and practices are carried out in accordance with GAAP standards; project internal controls are established and implemented in accordance with company’s policies, rules/regulations and the terms of the contract.

General Accounting/Financial Management

• Initiates wire requests for field project implementation
• Verifies vendor invoices for accuracy
• Verifies accuracy of expenses, and project accounting codes
• Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments
• Ensures request for payments have appropriate approvals
• Ensures the timely deposit of cash receipts
• Responsible for recording and assigning costs based on approved budget in field accounting system (FAS)
• Performs monthly bank reconciliations and routinely monitors bank account balances
• Compiles backup documentation for all project related transactions, and ensures completeness and appropriate review and approvals are documented
• If applicable, ensures petty cash is maintained according to maximum petty cash policy, and that all petty cash procedures are followed
• Ensures the safeguard of bank checks, cash receipts, and petty cash
• Supports management of banking relationships
• Prepares, reviews, and submits project cost data prior to sending to Head Office.
• Responsible for maintaining file management systems for soft and hard copy documentation
• Maintains files on grant/procurement/subcontractor documents and modifications as applicable
• Supports periodic cash counts
• Ensures non-billable expenses are thoroughly reviewed and kept to a minimum
• Ensures that foreign taxes paid, if any, are tracked, recorded, and reported to USAID in accordance with ADS guidelines.
• Analyzes and reconciles project inventory on a regular basis ensuring that the value/purchase price of projects assets reflected in the inventory register agrees with the total shown in the cumulative Non-Expendable account balance.

Travel Advances & Reimbursements

• Audits travel requests and expense reports for accuracy and compliance
• Follows procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel
• Reviews and monitors outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.

Payroll

• Processes timely and accurate payroll payments for the office and ensures leave balances, payroll taxes and EOBI details are accurate and ensure compliance with local laws.
• Tracks and monitors leave balances and liability payments
• Reviews employment agreement and modifications and updates salary calculations based on local and company requirements
• Distribute monthly pay slips using FAS after processing payroll.
• Ensures staff compliance with timekeeping policy and procedures

Financial Systems

• Uses field accounting system (FAS), cloud software for backup documentation, and company’s operations system (TAMIS), etc. regularly
• Communicates with home office system support teams on troubleshooting technical issues
• Scans and uploads voucher files to company’s system for the Electronic Archival of Financial Documentation – BOX

Qualifications

• B.A. Degree in Accounting, Finance, Business Administration or equivalent.
• 2+ years of relevant experience and progressive responsibility in finance and accounting, office administration, project operations at the mid-level of an organization
• Minimum 2 years of experience managing USAID funded projects and demonstrated understanding of USAID accounting principles
• Experience in financial management of USAID projects, including a demonstrated understanding of applicable finance-related USG contracting regulations
• Accuracy in working with large amounts of data
• Ability to respond effectively to the time sensitive inquiries
• Experience with enterprise accounting software, and Microsoft office suite
• Demonstrated knowledge of internal controls and audit processes (e.g. procurement, local subcontract agreements, etc.)
• An energetic, forward-thinking and creative individual with high ethical standards and appropriate professional image
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Fluency in English is required