The International Water Management Institute (IWMI), a CGIAR Research Center is seeking a versatile professional to take on the role of Assistant Finance Officer at our regional office in Pretoria, South Africa.
The Assistant Finance Officer will be responsible for providing accurate and timely support in delivering day-to-day accounting functions. This includes handling SAP-related tasks in the IWMI Enterprise Resource Planning (ERP) system and ensuring that system records are accurate and up-to-date for daily transactions.
DUTIES & RESPONSIBILITIES:
- Handle day-to-day financial operations in the country office in accordance with donor requirements, internal controls, and policies and procedures of IWMI. This includes,
- Handling petty cash and record petty cash entries in the system accurately.
- Updating bank statements in the SAP system, prepare monthly bank reconciliations and submit to IWMI-HQ.
- Reconciling general ledger balances and vendor balances, ensuring accuracy and availability of supporting documents.
- Recording financial transactions, payment receipts in the SAP system.
- Ensure daily cashbook entries for ZAR and USD accounts for the Regional Office.
- Assisting month-end and year-end system activities.
- Review statements of expenses submitted by staff and vendors.
- Monitor and process payments for vehicle and other insurances.
- Reconcile and upload regional office credit card transactions monthly.
- Upload monthly financial transaction support documentation to SAP.
- Ensure obligations and disbursements are released correctly and on time, maintaining sufficient funds in bank accounts and cash imprest to meet office obligations.
- Check SAP payment vouchers for fund transfers (USD & ZAR) and cheque payments (USD & ZAR) prepared by the Finance Clerk. Arrange transfers/cheques for signature by authorized signatories daily, ensuring prior clearance from HQ for consultancy payments. (SAP vouchers should be generated before getting the signatures of the authorized signatories.)
- Follow up on staff and vendor receivables recoveries, including their status in the month-end summary reports submitted to HQ.
- Issue travel advances, manage vendor accounts, and ensure expenses are liquidated before issuing additional advances.
- Coordinate with HQ to resolve budget issues daily, ensuring expenditures are charged to the correct codes.
- Respond to HQ clarifications and address queries related to monthly reports promptly.
- Manage consultancy and internship applications, including reviewing, preparing relevant documentation, and capturing Purchase Requisitions (PRs) on SAP for release.
- Clear Nationally hired consultancy/internship vendors according to PAYE, UIF allocations, and national labour policies monthly.
- Timely payout of cash advances for travel, workshops, and meetings.
- Review and process expense claims, ensuring proper allocation for staff vendors.
- Perform monthly vendor clearing for regional office staff and supplier vendors.
- Review hosting expenses and payments, ensuring proper allocation to relevant projects and office budgets.
- Carry out any other duties assigned by the supervisor or higher authority.
Requirements
EDUCATIONAL QUALIFICATIONS & EXPERIENCE:
Essential,
- Recognized National Diploma in accounting, finance, or a closely related discipline.
- At least 03 years of highly relevant experience with a strong understanding of accounting, financial analysis, and financial reporting principles and practices.
Desirable,
- Part professional qualification in accounting, finance, or a closely related discipline.
Proven work experience with ERP systems, preferably in SAP.
KNOWLEDGE, SKILLS & ABILITIES:
Essential
Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities. Proficiency in Microsoft office package especially in Word and Excel coupled with good computer skills to analyse data, consolidate information, and track measures. Familiarity with Enterprise Resource Planning (ERP) systems. Ability to prepare accurate financial reports with complete information. Excellent analytical and time management skills. Attention to detail, precision, and problem-solving skills. Demonstrated service approach and personal organization coupled with the ability to multi-task. Personal attributes include high standards of conduct, respect, flexibility, and sound work ethics. Ability to maintain confidentiality and accuracy.
Benefits
This is a nationally recruited position and only South African nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.
HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on January 19, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.
IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.