1. Main Job Purpose
The Finance Officer is responsible for the accurate and timely execution of routine finance transactions and operational finance activities. The role supports the finance function by processing approved payments, capturing financial transactions, maintaining transaction records, assisting with reconciliations, supporting month-end activities, and ensuring that finance processes are followed in line with internal controls and supporting documentation requirements.
2. Key Performance Areas
| Key Performance Areas |
Tasks and Activities |
| Transaction Processing |
- Process approved supplier payments, reimbursements, transfers, and other routine finance transactions.
- Capture transactions accurately in the finance system using the correct account codes, cost centres, and project allocations.
- Ensure that all transactions processed are supported by approved and complete documentation.
- Process journals and other routine finance entries as assigned.
- Support payment runs and ensure that transactions are processed within agreed timelines.
- Confirm processed payments and update payment records where required.
- Assist with urgent payments that require prompt operational turnaround.
- Ensure that transaction processing is aligned with internal controls and finance procedures.
|
| Payment Administration and Audit Trail |
- Maintain complete and accurate records of processed transactions
- Ensure supporting documents are linked to processed transactions and retained appropriately
- Assist in maintaining orderly finance files for operational use, audit support, and management review
- Update transaction schedules, payment registers, and related finance trackers as required
- Support the finance team in retrieving supporting documents when needed
- Help ensure that finance records are current, properly referenced, and easy to trace
|
| Reconciliations and Finance Support Schedules |
- Prepare routine reconciliation support schedules as assigned.
- Assist with bank, supplier, debtor, creditor, or other reconciliation preparation where required.
- Investigate basic reconciling items and gather supporting information for review.
- Escalate unresolved differences, missing support, or unusual items to the accountant.
- Support the preparation of month-end schedules and transaction summaries.
- Assist with maintaining records required for follow-up on outstanding finance items.
|
| Month-End Support |
- Ensure assigned transactions are processed before month-end cut-off deadlines.
- Assist in preparing monthly transaction listings and support schedules for review.
- Support the completion of month-end finance files and documentation.
- Provide transaction information required for project, departmental, or entity reporting.
- Assist with the preparation of routine schedules used in monthly reporting packs.
- Follow up on outstanding items that may affect timely month-end completion.
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| Compliance and Control |
- Ensure that no transaction is processed without the required approvals and supporting documentation
- Follow internal finance policies, procedures, and standard operating processes at all times
- Identify incomplete, unclear, or potentially non-compliant transactions and escalate them for review
- Maintain confidentiality and proper handling of financial information
- Support audit readiness by ensuring transaction files are complete and properly maintained
- Assist in implementing corrective actions where finance control weaknesses are identified
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3. Qualifications & Expertise
- Diploma or degree in Finance, Accounting, Bookkeeping, or a related field
- 2 to 4 years’ experience in a finance operations, accounts payable, bookkeeping, or general finance role
- Experience in processing transactions and maintaining finance records
- Experience using accounting or finance systems
- Experience in donor-funded, NGO, project-based, or multi-cost-centre environments will be an advantage
