Accounts Coordinator Job Vacancy at CARE

Read here information about Accounts Coordinator Job Vacancy at CARE

POSITION TITLE: Accounts Coordinator

REPORTS TO: Head of Finance and Operations.

LOCATION: Dar-es-salaam

JOB SUMMARY

The position is responsible for coordinating recording of accounting transactions in people soft and ensure general ledgers, sub ledger, accounts payables, receivables accounts are accurate presenting true financial position of CARE International in Tanzania. The job holder is also responsible for Treasury and cash flow management including preparation of Cash forecasting, facilitating payments, deposits and act as a link of communication with the designated banks to ensure efficiency and smooth flow of bank services.

The Accounts Coordinator have a critical role of ensuring strictly adherence and timely submission of required accounting information (returns), taxes and other statutory payments and claims in accordance with the prescribed law and regulations in Tanzania. This position will also be responsible for coordinating Internal and External audits.

RESPONSIBILITIES AND TASKS

• Review projects’ cash requirements projection and prepare cash forecast on monthly basis and submit to DOF to ensure

liquidity and optimum cash balance is maintained. Advise the DOF where there is need to request for cash from Headquarter. On monthly basis ensure cash request form is completed and submitted to the Director of Finance for review and submission

to Treasury- CARE USA cash request as per established needs,

• Coordinate banking operations and maintain Liaison with Care Tanzania bankers, negotiate on exchange rates for foreign currency conversion to minimize exposure to currency exchange losses and recommend to the Director of Finance the

investment of short-term cash surpluses to minimize exposure to currency gains and losses,

• Coordinate with the Grants and Contracts Coordinator to ensure timely preparation and submission of billing to donors. Ensure receipts of grants and other miscellaneous receipts, are timely recognized and recorded to the correct fund codes and Project

ID,

• Ensure payments to vendors are made in a timely manner within a reasonable time and conduct frequent reviews of electronic bank transfers and payments to ensure validity and completeness of transactions,
• Review bank statements submitted by accountant’s analyses bank charges and submits to SSC for recording
• Coordinates the review and clearance of outstanding reconciling items with SSC before month end close
• Work closely with HR department to Prepare Personal Activity Report (PAR) and reconciliation with “HRMIS” data extract to ensure timely PAR allocation, by analyzing monthly payroll submitted by HR personnel to ensure accuracy in PAR allocation, by notifying and reporting any deviation and discrepancy, to ensure payroll cost allocation is done correctly under approved FC and PID,
• Work closely with HR personnel to prepare correct PAR and monthly payroll data and payments to staff
• Ensure payroll records are timely and accurately processed and recorded in People Soft.
• To ensure leave, gratuity, catastrophic and other accruals are correctly posted.
• Prepare journals for recording allocation of accrued expenses including personnel costs such as leave, gratuity, insurance and all other accrued expenses
• Ensure that month to month and payroll to General ledger reconciliation is properly done, approved and filed in line with financial guidelines, this includes review of PAR, leave and severance, and other accrual schedules and approved and filed.
• Ensure statutory  deductions  including  Withholding  taxes,  payee,  employee  deductions  and  others  are  correctly  and transparently recorded under AP journals to ensure easy tracking and timely submission of payments to appropriate authorities
• Ensure staff terminal benefits are recorded monthly, prepare reconciliation and manage their audit annually.
• Coordinate and supervise process of recording account payable and receivable transactions to vendors account in People soft and ensure payments are timely executed,
• Review supporting documents and entries in the PS system to ensure validity, correctness and appropriate use of account codes and other required fields prior approval of the recorded transactions by budget holders,
• Review petty cash requests and liquidation submitted by the petty cash holder and guide the petty cash holder on submission process to SSC for recording once approved by the budget holder,
• Review non-PO payments for compliance to ensure validity of transactions and completeness of supporting documents,
• Before month closure, review and reconcile the Accounts Payable and Accounts Receivable and Provide guidance to Accountants and budget holders to amend and adjust wrong recorded transactions to ensure transactions are always recorded in compliance with donor agreement and in accordance with accounting standards and CARE International policies. Follow up any exceptions identified during the analysis and resolve them or refer to the DOF where guidance is required,
• Follow up with responsible officers to ensure timely clearance or collection of outstanding payables and receivables and inform the management on any long overdue receivables or payables that does not receive response.
• Coordinate the month end closure process activities, ensure the month end closure checklist is in place and adhered to by all finance staff.
• Review entries in People soft to ensure completeness of transactions records, apply the closing checklist and tools provided, to ensure all required activities are completed accurately and timely,
• Monitor un-posted vouchers and un-posted journals and follow up with budget holders or approvers to ensure all transactions are processed before closing the period
• Perform account quality controls prior to periodic closing, to include accounts reconciliation (e.g. payroll recon, sub-office reports review, sub-ledger recon, etc.); review of accounts fluctuation to identify and address any unusual movements; generate and review reports to ensure accounting entries are properly created.
• Review and reconcile assets records with People soft ledger accounts to ensure Asset values are completely and accurately reported
• Coordinate with Shared Service Centre to ensure required adjustments are timely implemented
• Review the FAR report and ensure all RED flags are timely addressed by submitting the required responses to SSC
• Coordinate the cleanup of balance sheet accounts and ensure the accounts reflect current balances only. Ensure accrued expenses are cleared on time

• Ensure accounts  balances  are  verified  and  corrective  measures  are  taken  to  address  identified  errors  and  needed adjustments,
• Prepare the COMFORT report for review by the Sub Regional FD and ensure input from other key staff in the CO is incorporated before submission to RMU
• Assist the Sub Regional FD to update the Master budget on quarterly basis and submit to RMU for review
• Generate the UNR and GPF Budget v actual report, correct all coding errors identified during review and submit to COMT for review
• Prepare cost pools and allocation factors, and submitting these factors to the Director of Finance for review and submission to the shared services center for processing allocation
• Review Statutory deductions accounts to ensure correct computation recording and ensure timely remittance of funds and submission of required information to the appropriate authority and in compliance with the governing laws and appropriate returns submitted.
• The Accounts Coordinator is a contact person for both external and Internal Audit organised for Donor funds, Statutory Audits or any other purpose at Country Level
• Supporting statutory and project audits
• Support timely implementation of audit findings.
• Review the audit reports (where applicable) to ensure that they are in line with TOR
• Apply and promote CARE’s core values all the time, support Gender Equity and Diversity at workplace and of our partners

and the community at large to ensure maximum benefit and outcomes for the vulnerable women and children we serve.

• Perform and other duties as assigned by his/her supervisor

EDUCATION QUALIFICATIONS

• A Minimum of a bachelor’s degree in accounting, Finance, Accounting and Finance or related fields.
• Full professional qualification such as ACCA, CPA, CIMA, ICSA or its equivalent.
• Master’s degree in a relevant qualification like accounting, Finance or an MBA will be added advantage

EXPERIENCE AND SKILLS

• Minimum 5 years of relevant professional experience.
• Experience working in INGO sector is a plus.

TECHNICAL COMPETENCIES

• Proficiency in Microsoft Office including and good skills in using financial software applications
• Fluency in English language and written communication.
• Knowledge of People Soft software is an added advantage.
• Excellent planning, management and coordination skills, with the ability to organize a workload comprised of varying and changing tasks and responsibilities

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