Senior Finance and Accounting Officer

Job Description

Duties and Responsibilities

Accounting and Financial Control:

Support the preparation of accurate and timely financial reports including income statements, balance sheets, bank reconciliations, and cash flow statements.
Maintain accurate accounting records in accordance with HALO policies, donor requirements, and local financial regulations.
Record financial transactions in NetSuite, ensuring accuracy, completeness, and correct coding to projects, grants, and cost centres.
Assist in the month-end and year-end financial close processes, ensuring all transactions are properly recorded and reconciled in line with HALO reporting deadlines.
Ensure correct allocation of direct and indirect costs to grants and projects, identifying and reporting any potential shortfalls or risks to the IFM/RFM.
Support the preparation of donor financial reports and ensure reconciliation between accounting records, budgets, and donor reporting formats.
Review and verify payment requests and supporting documentation to ensure compliance with procurement procedures, donor regulations, and organisational policies.
Prepare Payment Vouchers (PVs), ensuring all required approvals and supporting documents are complete prior to processing.
Donor and Grant Management:

Work closely with the IFM/RFM to manage the financial aspects of grants and donor funds, ensuring proper utilization and compliance with donor requirements.
Support monitoring of project budgets and expenditure to ensure spending remains within approved limits.
Assist in ensuring financial reporting aligns with donor expectations and contractual obligations.
Payroll:

Support payroll preparation ensuring accurate calculation of salaries, taxes, pension contributions, severance provisions, and other statutory deductions in line with local labour laws.
Ensure payroll is processed accurately and submitted on time.
Manage payments related to payroll including taxes, pension contributions, and other statutory obligations.
Record payroll-related transactions in the accounting system in accordance with guidance from the IFM/RFM.
Cash Flow Management:

Monitor cash flow to ensure sufficient liquidity for operational and project activities.
Prepare and review bank reconciliations on a regular basis and investigate discrepancies.
Assist in maintaining relationships with banking institutions and ensure compliance with banking regulations and procedures.
Risk Management:

Identify potential financial risks and escalate them to the IFM/RFM with recommended mitigation measures.
Ensure compliance with internal financial policies, donor regulations, and applicable legal frameworks.
Stay informed on updates to accounting standards, financial regulations, and best practices.
Internal Controls:

Maintain strong internal financial controls to safeguard organizational assets and ensure accuracy of financial records.
Verify payment requests and supporting documentation to ensure compliance with procurement procedures, donor regulations, and organisational policies.
Conduct periodic internal checks to identify and resolve discrepancies in financial transactions.
Support the continuous improvement of financial procedures and controls to enhance transparency and accountability.
Act as the focal point for internal and external audits and support the preparation of audit documentation.
Financial Systems and Technology:

Support the effective use of financial systems and tools to improve efficiency and accuracy of financial data.
Collaborate with other departments to ensure financial procedures are followed and expenditure is compliant with policies.
Stakeholder Communication:

Support the IFM/RFM in communicating financial information to internal and external stakeholders as required.
Act as the national focal point for banking relationships and stay informed about changes in banking regulations affecting HALO operations.
Collaborate with program management and other departments to ensure financial transparency.
Personal Competencies

Strong collaboration skills with the ability to work effectively with both international and national staff.
Good people management skills, capable of supervising staff and supporting performance management.
Strong attention to detail while maintaining an understanding of the broader financial and operational context.
Ability to analyse financial data and present information clearly to support decision-making.
Demonstrated integrity, accountability, and commitment to sound financial management practices.
Strong organizational and time-management skills with the ability to meet strict reporting deadlines.