Project Finance Officer at Helen Keller International

OVERALL RESPONSIBILITIES:

The Project Finance Officer is responsible for assisting the Chief of Party with safeguarding the assets (financial and physical) of HKI and ultimately the U.S. Government against fraud, loss or misuse. The Project Finance Officer is responsible for ensuring that any funds expended for the project is done in accordance with Generally Accepted Accounting Principles, HKI policies and USAID cost principles.  He or she assures that all costs are reasonable and necessary for the completion of the project project’s and HKI's mission. The Project Finance Officer is aware of, and adheres to, HKI’s procurement integrity standards in all activities. The Project Finance Officer will be responsible for ensuring that the accounting unit functions efficiently in all financial matters, directly supervising other finance staff and providing oversight to all project accounting management issues.   

Specific Responsibilities:

• Understand and articulate the basic tenets of internal control and Generally Accepted Accounting Principles to other staff members.
• Train project staff in proper financial record keeping procedures and procurement integrity.
• Support the process of ongoing improvement of financial systems and internal controls.
• Implement standard HKI procedures to manage and monitor the financial resources of the project office.  This includes: ensuring that all payments comply with HKI rules and regulations and are supported by adequate documentation
• Learn and apply basic USAID Cost and Audit Principles.
• Enter transactions in accounting system, assuring detailed memos, proper charge codes, account codes and job tracking.
• Process claims for staff and consultants.
• Assure that all expenses paid at field activities is properly managed, documented and follows project policy.
• Manage advances to staff, assuring proper documentation and timely clearing of all advances.
• Create journal entries, assuring all entries are properly coded, charged to the proper account codes and jobs.
• Supervise management of petty cash, assuring all purchases are properly documented, approved and comply with petty cash management policy.
• Work in close collaboration with the COP to prepare and monitor project budgets and pipeline expenditures.
• Estimate upcoming cash needs and accrue expenditures as appropriate.
• Reconcile bank accounts and prepare field expenses.
• Create and interpret standard financial reports (balance sheet, income statement. cash flow).
• Create weekly and monthly specialized reports for the COP, Program Managers and Country Director
• Establish internal systems for purchase approval and asset use that ensure adequate internal control. Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase orders and shipping receipts.
• Ensure that all costs have adequate prior authorization and approval.
• Ensure audit compliance utilizing principles of audit and performance.
• Maintain current standing with all mandated tax and registrations, including submission of payments and required reports.
• Provide an audit interface between HKI external audit and donor auditors.
• Prepare reports for USAID or other donor missions or agencies as required.
• Train, manage, supervise and support accounting office staff.

QUALIFICATIONS:

• University degree in Accounting or Business Management, or equivalent certification from a Business Technical School
• Minimum 10 years’ experience as an Accountant or Finance Manager.
• Experience with USAID funded projects.
• Proficiency in Microsoft Office programs, especially Excel spreadsheets.
• Ability to use accounting software (i.e. Quickbooks).
• Demonstrate good judgment and sound financial "common sense".
• Ability to create and monitor budgets. Understanding of the basic tenets of cash control, asset management and bank reconciliation.
• Understands the principals of adequate documentation and of audit, and performance necessary to ensure audit compliance.
• Advanced written and verbal proficiency in English including business terminology.