Accountant NGO Jobs – IntraHealth International
Job Title: Accountant
Organisation: IntraHealth International
Project Name: USAID Regional Health Integration to Enhance Health Services in Eastern Uganda Project (USAID/Uganda RHITES-E) Project
Duty Station: Mbale, Uganda
Reports to: Finance Manager
About US:
For over 30 years, in more than 100 countries, IntraHealth International has empowered health workers to better serve communities in need. IntraHealth fosters local solutions to health care challenges by improving health worker performance, strengthening health systems, harnessing technology, and leveraging partnerships. In collaboration with governments, nongovernmental organizations, and private- sector organizations around the world, IntraHealth champions the needs and contributions of health workers—from doctors and nurses to community health workers to health facility managers—and works to ensure they have the tools, supplies, information, training, and support they need to provide communities they serve with the best possible opportunity for health and well-being.
About USAID RHITES-E Project:
IntraHealth International will implement the USAID RHITES-E which supports the Government of Uganda (GOU) and key stakeholders to increase availability and utilization of high quality health services in 21 districts in Eastern Uganda and 2 in Karamoja by strengthening health systems and improving the quality of, access to, and demand for health services with attention to equity and underserved populations.
Job Summary: The Project Accountant provides support in the payables and general ledger function of RHITES-E office including processing of vendor payments, staff travel advances and activity advances. This entails ensuring completeness, accuracy and timeliness of all such payments.
Key Duties and Responsibilities:
Staff Advances/Receivables:
- Follow up for the timely submission/liquidation of advances ensuring that accountabilities from travelers are received within 5 days of travelers return from a trip, and that the review of the same is finalized within 10 days of completion of the activity
- Follow up for the timely submission of Regional Float issued to Cluster Leads ensuring that accountabilities from the managers are received by the 25th of every month.
- Checking for the accuracy, completeness, adequacy of supporting documents accompanying the Travel Reimbursements Forms (TRFs), and Regional Float accountabilities ensuring compliances with donor and organizations’ policies and procedures.
- Ensure all amounts paid to the organization in liquidation of travel advances are receipted and banked promptly.
- Generate Adjusting Journal Vouchers (AJVs) for all approved Travel Reimbursement Forms (TRFs), Regional Hub Floats and other forms of accountabilities and ensure that once reviewed and approved, they are accurately posted into the accounting system in a timely manner
- From the Accounting system, generate a report of taxable M&IE allowances for submission to the Finance Director by the 8th day of the following month.
- Prepare a Receivables Ageing analysis on a monthly basis ensuring documented follow-up of long outstanding receivables.
- Ensure the General Ledger is up to date in relation to AJVs for approved Travel Reimbursement Forms (TRFs), returned monies and other forms of accountabilities.
Mobile money processing:
- Process payments for activity and travel advances in a timely manner confirm adequacy of supporting documents. The travel advances must be received by the traveler at least two days before the scheduled day of travel.
- Prepare payment vouchers in support of payments for activity and travel advances confirming such payments are: In accordance with the procedures and policies, accurate, complete, adequately supported by all underlying appropriate documents, correctly coded to appropriate expenses, tracking code and project codes.
- Process and effect travel and activity advance payments in a timely manner.
- Process Mobile Money payments for activity and travel advances. This shall include receiving and validating the Mobile Money data base from the field together with the allowances payment schedules; populates the bulk CSV file and import to the Mobile Money system; print out the Mobile Money transmission sheet for review and approval; print out the Mobile Money statement to confirm transmission and receipt of funds
- Proactively maintains and monitors Mobile Money Corporate Holding Account balances in order to ensure availability of adequate funds before effecting payments
- Compile, analyze, code and post all Mobile Money payments for Travel and Activity advances to the General ledger on a daily basis and not later than 24hrs following the payment date
Accounting function:
- Prepare Bank reconciliations for all bank accounts and submit for review and approval by the 3rd day of every month.
- Take the lead in compiling accruals in relation to all unpaid obligations (including salaries) at the month end ensuring that all amounts are captured accurately, traceable to the source documents and coded to the correct projects.
- Prepare adjusting journals for month-end accruals for approval and posting to the Accounting system.
- Ensure that reversals to prior months’ accruals are posted accurately and any arising exchange variances are resolved without delay
- Co-ordinate the month-end field financial reporting process to ensure that the soft copy final report is submitted to Headquarters by the 5th business day of the following month.
- Review the monthly Field financial reports (e-copy and hard copies) for accuracy and completeness before reports are uploaded
- Address review comments raised by the Finance team in Chapel Hill while reviewing the e-version of the monthly financial reports. The CH review comments must be addressed within 24 hours from receipt. This shall include coordination of necessary inputs from the other members of the Team.
- Ensure that retroactive adjustments such as inter-project/tracking codes expenses allocations are effected in the General ledger on a timely and accurate basis
- On the 25th of each month, prepare an adjusting journal to apportion fuel utilization to the appropriate project and activity codesas supported by mileage records provided by the Logistics unit
Reporting Function:
- Reconcile the monthly Headquarter Financial (Serenic) uploadedreports with the Field Office’s accounting records (QuickBooks), within a week from the date the Serenic reports are uploaded.
- Ensure any variances between Serenic and QuickBooks reports are discussed with Supervisor, communicated to the HQ focal person and resolved in a timely manner.
- Compile monthly detailed Budget-Variance-Analysis reports for each project for distribution to the Supervisor by the 15th of each month.
- Assist in the preparation of quarterly expenditure reports for each project for submission to Finance, Contracts & Grants Manager by the 15th day of the month following end of each quarter- 15th Jan,15th Apr,15th Jul and 15th Oct.
- Support in compilation and interpreting of other ad hoc project expenditures reports as required.
- Jointly with the Procurement and Payables team, manage the overall LPO monitoring tool to enable provision of accurate reports on the organizations obligations at any given point in time.
Duty and Tax Exemption management:
- Manage the Duty and Tax exemptions process by ensuring exemption applications (DA1 forms) are prepared in a timely, accurate and complete manner in compliance with the organizations’ policies and procedures and donor regulations.
- Maintain a Duty Exemption Register and follow-up on submitted DA1 forms and invoices with the USAID focal point.
- Liaise with vendors on all VAT matters (including following up refunds of VAT paid to the vendors once DA1s are approved).
- Work closely with Procurement team on mentoring the team on necessary compliances in relation to tax/duty exemption.
- Ensure accurate recording of VAT transactions in the General Ledger.
Petty Cash Management:
- Oversee the management of the petty cash system ensuring that the laid down policies and procedures are adhered to.
- Conduct routine and surprise cash counts.
- Ensure that the Petty cash ledger is timely updated with all approved transactions
- Provide support in the processing of Suppliers payments and Travel/Activity advances via the applicable mode of payment: EFT, Mobile Money and checks.
- Provide support to the Grants portfolio as required
- Provide any other required financial backstopping roles to the RHITES-E Project headquarters and regional field offices as need arises.
- Jointly with the immediate Supervisor, participate in own performance appraisals, identify own learning needs and personal career growth.
Qualifications, Skills and Experience:
- The applicants for the USAID RHITES-E Accountant job opportunity must hold a Bachelor’s degree in Accounting, Finance or related field.
- At least five years’ experience in busy accounting department.
- Previous exposure and experience in USAID rules & regulations
- Experience in donor funded organization is preferred.
- Minimum of CPA finalist
- Excellent interpersonal skills
- Proficiency in QuickBooks and MS Word and Excel
- High integrity, honesty, initiative and team-player
Personal Competencies:
- Innovation: Develops new, better or significantly different ideas, methods, solutions or initiatives that result in improvement of IntraHealth’s performance and meeting objectives, results and global commitments
- Accountability: Holds self and others accountable for all work activities, research and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high quality results for IntraHealth’s success. Exercises ethical practices, respectful words and behaviors, and equitable treatment of others in all activities.
- Service Excellence: knowledge of and ability to put into action customer service concepts, processes and techniques to access internal and/or external client needs and expectations and meet or exceed those needs and expectations through providing excellent service directly or indirectly.
Functional Competencies
- Effective Communication (Oral and Written): Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
- Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving operational or process problems; ability to apply this knowledge appropriately to diverse situations.
- Interpersonal Relationships: Knowledge of and the ability to effectively interact within and across Divisions, Departments/Country Offices in a constructive and collaborative manner.
How to Apply:
All suitably qualified and interested candidates who wish to join the USAID RHITES-E Project should upload an updated CV/Résumé, completed USAID Form 1420 Contractor Employee Biographical Data Sheet, download here and three professional references at the web link below