Jd - Support Manager - Accounts

CARE Pakistan POSITION DESCRIPTION

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Position Title: Manager - Accounts Incumbents Name:

Department/Country: Finance Date Submitted to HR:

Reports to : Finance Manager

Current Grade: D

ORGANIZATION Complete the organization chart below or ensure an organization chart is attached. Ensure that all grades are shown for each position shown on the organization chart. Next level Supervisor (Title, Grade and Name)

Immediate Supervisor

Regional Financial Controller

Finance Manager

Support Manager - Accounts Other Positions Support Officer – Sub-grants

This position (Title) Support Officer – Finance

Support Officer – Sub-grants

Title, Grade & name of employees reporting to this Position

I.

JOB SUMMARY:

Basic function: This position is responsible for operating activities related to the SCALA accounting software, ensuring proper books of accounts. S/he is responsible for supervising accounting records and bank accounts, Treasury functions, Country Office cash projection/cash flow analysis, all payroll disbursements and benefits, vendor payments, ensuring that the correct supporting documentation is provided for all transactions and Taxation. S/he would assist in preparation 1 of 4

financial reports and budget, look after the Intra-Co billing & reconciliation and would supervise the support officers for finance and sub-grants. S/he would prepare monthly cost pool allocation tables and upkeep of system exchange rate. S/he is also responsible for ensuring good coordination and collaboration with other CARE Pakistan units. S/he will assist in building the capacity of CARE staff and partner organizations. S/he is responsible for compliance and adherence to the GAAP principles and facilitates audits. II. RESPONSIBILITIES AND TASKS: Job Responsibility # 01: Accounting, Recording and Reporting: (% of Time: 25%):

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Supervise accurate Cash disbursements, Cash receipts, on a daily basis to ensure proper accounts distribution and adhering to CARE’s accounting policies and procedures vis-à-vis GAAP following Fund Accounting system. Review financial entries for accuracy and compliance; Assist in the periodic financial closing of the accounting system Assist in monthly and year-end financial reporting Ensure reconciliation of all sub-ledgers with GL before closing of any accounting month. Ensure monthly intra-company reconciliation and submission of reconciled report. Ensure monthly preparation of bank reconciliations before closing an accounting period. Assist in Facilitating internal or external audits Timely field office, partners and other vendors cash transfers / payments.

Job Responsibility # 02: Country Office Budget and Monitoring: (% of Time: 10%)   

Support in the preparation of all Country Office’s budgets Prepare periodic customized Expense Report by Unit / Fund. Formulation of specialized financial reports to aid Country Office's decision-making process.

Job Responsibility # 03: Cash Management: (% of Time: 20%)     

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After closing of every accounting month perform the Cash Flow Analysis of the CO. Collect monthly Fund Request (Cash Projection) from the field offices / partner organizations and determine accurate Fund transfer by analyzing their spending status. Review the AIP 1.3 with procurement to determine cash requirement at ISB Office for the QTR. Ensure that Local Currency bank balance is kept to a minimum to avoid important fluctuation loss. Supervise timely adjustment of staff advance as well as all vendor advances and be proactive in adjusting those outstanding advances ASAP to reduce pressure on cash requirement as well as to avoid currency loss. Monitor vendor payments proactively to avoid cash crisis Supervise the country office banking operations and maintain liaison with principal bankers to ensure that CO receives better services and preferential rates while converting dollars. Manage CO Sub-ledger accounts, including contract receivable/payable, to ensure that the accounts are being liquidated in a timely and accurate manner each month. This 2 of 4

includes the review and reconciliation of the sub-ledger with the trial balance each month. Also, to include the review and reconciliation of sub office SCALA monthly uploads submitted to CO finance section. Job Responsibility # 04: SCALA related specific responsibilities: (% of Time: 15%)     

Review general journals Sub-ledgers reconciliations Review initially entered opening balances in all modules of all companies Review correctness of Compound Periodic Allocation Review periodic transaction to ensure that data have been consolidated properly

Job Responsibility #05: Overall Compliance: (% of Time: 20%)     

Prepare and update income tax, withholding taxes, provident fund and gratuity. Facilitate external audits. Ensure that expenses are timely and appropriately charged to respective Fund Codes Ensure that Partners’ Advances are liquidated well ahead of contract closing and Expenses are included in donor report on time. Ensure that no unallowable/ineligible costs are charged to any donor.

Job Responsibility #06: Technical Support and Training/learning: (% of Time: 5%)   

Facilitate the education of program staff on new/updated finance policies Keep up to date with new developments in the sector, including best practice examples incountry and internationally, and ensure ongoing personal development and learning Participate in the development of training programs to assist non-financial staff in understanding and implementing financial and budgetary policies and procedures.

Job Responsibility #07 Staff Management: (% of Time: 5%)  Supervises and supports the Support Officer for finance and sub-grants in the implementation of the functions of the Unit.  Orients, trains and coaches finance staff.  Reviews the work of subordinate and evaluate his/her annual performance and identify their training needs. III. QUALIFICATIONS (KNOW HOW) A) EDUCATION/TRAINING Required:

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Masters degree in Accounting/Finance, CA Inter or equivalent combination of education and work experience

Desired:

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Orientation of SCALA software.

B) EXPERIENCE

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Required:

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5 years of relevant experience.

Desired:

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Development oriented NGO experience

IV) TECHNICAL SKILLS Required:

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Good communication and presentation skills; Well organized and ability to act in a professional and ethical manner; Good skills in computer applications; Firm belief in teamwork, gender equality and diversity, participatory approach and sustainable development.

Desired:

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Experience of SCALA software

V) COMPETENCIES Respect, accountability, analytical skill, building commitment, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring. VI. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED. The post is located in Islamabad with 15% travel to Field Offices / partner organizations.

Incumbent Signature

Date

Supervisor's Signature:

Date:

Next Level Supervisor Signature:

Date:

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