Senior Finance Officer, Accounts Payable

The role

We are currently looking for Senior Finance Officer, Accounts Payable based in Vientiane

Capital                 

ROLE PURPOSE:

In collaboration with and under the supervision of the Country Office (CO) Finance Manager, to ensure that the financial policies and procedures, control and system are followed/ implemented properly in accordance with Save the Children, donor regulations and government laws. Support management to assure that effective financial control and mechanisms are in place and work well to safeguard the financial assets as well as reputation/ profile of SCIL. In consultation with CO Finance Manager to ensure all sub-grants are well manage and build capacity for SCI staff and partners on all matters related to financial management particular in control and compliance.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

 Ensure they and their team fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and Local/Country Procedures.

Conduct themselves and ensure their team conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.

That child safeguarding is integrated and given a “voice” in all management processes including recruitment, induction, performance management, team meetings, annual planning processes, field level monitoring, etc.

The following are the main accountabilities:

Accounts Payable

• Review, check and verify the programme advance requests, advance returns, payment vouchers, journal vouchers to ensure that the requests and vouchers are correct, properly approved by the authorised persons, supporting documents are complete and sufficient for future audits and meet the donors’ requirements;
• Review and process the partner payments either through the local bank accounts, or through the Centre Accounts Payable office;
• Review the registered payments, and import the registered invoices from ProSave for reviews and payment processes;
• Create, review, and edit manual payment requests to ensure that those requests are fully complied with the requirements before running the accounts payable processes and posting the transactions to the general ledger;
• Generate, review, and edit remittance confirmation before processing the bank transfers, or issuing cheques;
• Ensure that all payments are processed on time and within the correct period and inform the relevant stakeholders once the payment is done;
• Timely process the payments on behalf of other SCI and field offices;
• Strictly follow the SCI financial calendar and ensure the accounting transactions are posted correctly into the Financial Management System before the soft close and the time between the soft close and hard close is for reviews and adjustments only;
• Review GL transactions, prepare journal entries, transaction reversals where appropriate;
• Review and approve the supplier information entered the ProSave system;
• Ensuring the payment vouchers, journal vouchers and other supporting documents are properly archived;
• Notify the awards’ ending dates to relevant staff members in advance to ensure the expenditures are fully recognised and necessary adjustments are made before the end of awards;
• Review the balance sheet accounts and ensure that payables, receivables and other income and liability accounts are properly cleared and reconciled;
• Ensure all the prepayments are reallocated in due time before the soft close.
• Monitor the interoffice transfer accounts to make sure that the accounting transactions passed through to the country office are recognised and recoded to the appropriate source of funds.
• Ensure any task related from ProSave to finance is cleared and ensure Key Performance Indicator (KPI) Source to Pay (S2P) is eligible level.

Country Office Cashflow Management

• Maintain the optimal level of cash in the SCI’s bank accounts to ensure that the country office has sufficient fund to support the project implementation and meet all the financial commitments and country office KPI balance;
• Prepare monthly fund request to the Regional Office to make sure that the needs of cash in each period are fully met;
• Support the CO Finance Manager (C&C) in preparing emergency fund request when needed;
• Support on the monthly bank reconciliation;
• Monitor the cash books and cash custodians and prepare cash counts and cash reconciliation monthly.

External and Internal Audit

• Locate and provide the documents as requested by auditors;
• Participate the pre-meeting and exit meeting with Auditors;
• Facilitate the audit conducted at the SCI Office and partners office (if required);

Capacity Building and Staff Management

• Provide technical support to other team members as needed;
• Conduct and join the partner visits when needed to ensure that the compliance is strictly followed by partners;
• Provide the necessary financial orientation for non-accounting staff, partners, suppliers, and contractors.

Other Tasks:

• Contribute and participate in regular planning and co-ordination meetings with colleagues and management;
• Contribute to the development of effective financial management practices;
• Support and provide technical knowledge and skills to the provincial staff;
• Provide the inputs into the review and development of the country office financial policies;
• Work closely with the HR, Admin; and Supply Chain teams to ensure that the procurement policies and procedures are strictly followed;
• Immediately inform the manager if any irregularities are detected in financial operations;
• Maintain a comprehensive filing system of finance records for easy access when necessary;
• Other tasks ask required by the line manager(s).

QUALIFICATIONS AND EXPERIENCE:

Academic Qualifications:

• Graduated with the degree(s) in related fields – Business, Finance, Banking, or Accounting;
• Intermediate level of English;
• Professional qualification, e.g. CPA, is a plus.

EXPERIENCE AND SKILLS

• At least 5 years of experience in finance or accounting, preferably in international organizations, INGOs and/or bilateral organizations;
• Good skills of Microsoft Office package, especially MS. Excel, Outlook, OneDrive, Words …
• Good analytical skills – the ability to analyse complex financial data, design and produce comprehensive reports;
• Flexible, adaptable and able to work under the high pressure and workload to meet deadlines;
• Good problem solving and negotiation skills;
• Strong commitment to get work done on time with high quality;
• Able to adapt to the changes of work practices and hours, and work with incoming surge teams, in the event of emergencies;
• Demonstrated experience of line management, with good facilitation and capacity building skills;
• Able to travel, at times in difficult conditions.

Contract length: Fixed term

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:

Interested candidates please submit a full application using a cover letter and up-to-date CV as a single document including contact details of three professional referees (current and last line managers and HR department). Please also include details of your salary expectations and a copy of your ID card. Please note that we will require a copy of your Criminal Records (ໃບແຈ້ງໂທດ) later.

Apply via this link: https://hcri.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/job/10414

Save the Children International is a child-rights based organization. Safe recruitment is central to the safeguarding of children and young people that we come into contact with, and support through our programmes.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Save the children is an equal opportunities employer, qualified females, persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.