Accounting Manager

24 مايو، 2023

0 1 5 دقائق

Job Summary

The Accounting Manager is responsible for fully leading the CO accounting functions, S/he is directly supervising the tasks of the senior finance officer and finance officer in the CO office and matrix managing the finance officers in NES office and reviewing transactions in the financial software along with ensuring completeness and accuracy of supporting documents, S/he is also responsible for ensuring that vendors are paid on time.She/he will work closely with the Head of Finance to ensure that accounting entries are correct and complies with GAAP as well as with CARE accounting policies, local statutory tax rules, and donor requirements.

This position also maintains all CO accounting records, regularly reviews account balances in the financial system to ensure that the balances are appropriate and current.

S/he will lead the CO month closure processes and ensure that requested tasks are followed and done based on the agreed time schedule sent to all concerned staff in addition to supporting the Head of Finance with year-end closure processes.

S/he is also responsible for preparing reports for external (ex. Tax) and internal purposes and maintaining all the data in the financial system to ensure accurate reporting. This position will also assist in data collection and preparation of reports for audit purposes and liaising all CO audit visits.

Responsibilities and Tasks

Job Responsibility 1

Accounting, record keeping and balance sheet management

% of time: 20%

Reviews CARE Syria transactions booked by all the CO finance team including Request for payments, staff liquidations, partner liquidations, staff and partner advances and work with the appropriate teams to address issues, if any
Work with the Head of Finance to ensure that accounting entries are correct, and adhering to CARE's accounting policies, procedures, GAAP, and donor requirements
Run the pay cycle twice a week and ensure that vendors are paid on time, accounting entries are made timely, and supporting documentations are complete and accurate
Maintain accounting records for all the CO and ensure accuracy and completeness of these records
Ensure compliance with CARE and Donor requirements pertaining to disbursements
Leads the process of financial analysis review with the Shared Service center every month, delegates and instructs Finance team members to pass adjustment entries if needed and ensures timely response on trial balance queries raised by the SSC
Ensure proper recording of vendor withholding taxes and timely payment to the income tax authority in all locations
Coordinate and supervise the collection of contractual and miscellaneous receivables from all stakeholders
Prepares property reconciliation for CO office on quarterly basis, reviews the reconciliation received from each office, consolidates and sends it to the RMU
Reviews the payroll register for the CO national staff and instructs the finance team to book the payroll and special accrual transaction

Job Responsibility 2

Leads the month closure process for the CO

% of time: 25%

Circulates month closure guidelines to all staff at the end of each month and follow-up daily progress
Tracks time entry preparation for all CO staff and provides instructions to Finance and HR focal points to process needed adjustments to staff time entries
Prepares an offline analysis for major accounts in the trial balance e.g., Prepayments, accruals, liabilities, provident fund and submits these reports to the Head of Finance for review and discussion and implements actions needed.
Prepare the health insurance schedule and reconcile the balance with the vendor on quarterly basis
Supervises the preparation of national leave accrual schedule and All CARE Syria international Leave accrual Schedule and reconcile the Schedules with the balance in the system.
Instructs the finance team to book adjustments in the financial software based on the review of accounts.
Prepare cost pool allocation schedules and submit them for review to the Head of Finance
Gather all signed documents related to month closure from hubs and send a copy to the shared service center as well as keeping another copy in the CO

Job Responsibility 3

Support in managing Money transfer agent accounts and treasury and cash functions in the CO

% of time: 15%

Acts as the main focal point between the CO and the money transfer agent by receiving instructions from different hubs finance focal points, preparing cash request, approving it from CD, and submitting it to the agent
Reviews money transfer agent reconciliation prepared by the Senior finance officer and provides support and instructions to clear any reconciling items.
Coordinate banking operations and maintain liaison with CO bankers as delegated by the Head of Finance
Prepare cash flow analysis and quarterly cash needs budget/forecast and instruct Senior Finance officer to prepare Interbank transfers accordingly

Job Responsibility 4

Local statutory compliance, audit support, and internal control

% of time: 10%

Updates Head of Finance with any changes to Local tax or regulations that impacts our operation and acts as the focal point in communications with the CO tax advisor
Ensures that that all local taxes are calculated, paid and reported correctly, and CARE meets ALL local statutory requirements
Facilitates external and internal audits for the country office (e.g., donor audits, internal audits, financial statement audits …etc.)
Assists the Head of Finance in the implementation of improvements to finance processes based on audit findings and develop training requirements for CO staff
Assists the Head of Finance in reviewing Finance processes to identify control weaknesses and update SOPs to ensure such gaps are covered and controls are enforced.

Job Responsibility 5

Managing CO workflow and user access

% of time: 10%

Supports the Head of Finance in managing user access to Peoplesoft by regularly activating new staffs’ access and deactivating user access for staff that left.
Prepare Quarterly CO user verification report and submit it back to the Shared service center
Assist the Head of Finance in regularly reviewing the CO workflow for different modules and ensure it is updated based on latest budget holders’ changes
Acts as the focal point to correct or change any issues related to user access of workflow between the CO and the SSC
Job Responsibility 6

Team Supervision and Capacity Building

% of time: 15%
Provides functional and direct supervision and regularly works on increasing the capacity and skills of the finance team based in Amman and NES
Mentor, coach, train, and support all finance staff working in different hubs on accounting functions
Develops yearly performance plans and objectives for direct reports
Ensures regular and timely Performance management & Assessment (APAA) is carried out for direct reports
Facilitating and providing basic training, technical support and guidance to the program staff, particularly budget holders, for skills improvement in the areas of budget approval, reporting, and internal controls

Job Responsibility 7

Procurement, grants, and sub-grant management

% of time: 5%

S/he will be a member of the CO procurement committee
If time permits, provide assistance to the grants team by preparing monthly BVAs, creating PID setups, preparing DABs, and Grant Receivable and Payable (GRP) reconciliation
Assist in activities such as partners' assessment, financial review, and other financial & management functions related to partners' capacity building
Covers gaps in the accounting team and performs other duties if requested

Problem Solving

What has to be done is known, but how to do it is not defined. The incumbent must use interpolative skills to pick and choose the right strategy to address a given problem

Qualifications (Know How)

Required:

BA degree in accounting or equivalent combination of education and work experience

1-3 years of previous experience in a similar position
Good communication and presentation skills
Well organized and ability to act in a professional and ethical manner
Firm belief in teamwork, gender equality, participatory approach, and sustainable development.
High level of expertise in using Microsoft Word & Excel
Excellent communication and writing skills
Detail oriented
Multi-tasking
Ability to work under pressure
Excellent interpersonal skills, ability to work on one’s own and complete tasks and produce high quality output
Should be customer focused, communicating with impact, and managing performance effectively
Proactive in problem solving, initiating actions, and making operational decisions