The Finance Officer will ensure effective financial management, reporting, and compliance with USAID and PACIDA policies and regulations. This role involves collecting and verifying invoices, preparing payment requests, assigning general ledger (GL) codes, and managing invoice payments from field offices, vendors, and partners. The Finance Officer will support the Finance Manager with monthly, quarterly, and annual financial reporting, tax compliance, and document archiving. The role includes training field staff on financial procedures and supporting audit preparation to uphold PACIDA's commitment to transparency and accountability.
Key Responsibilities:
Accounting and Financial Management:
Collect and verify invoices, preparing financial transaction payment requests in alignment with USAID and PACIDA accounting policies. Ensure accurate assignment of general ledger (GL) codes to invoices in preparation for payment, including any necessary adjustments.
Manage, track, and prepare invoice payments for costs originating from PACIDA's field offices, staff, and vendors.
Process all payments in a timely manner and ensure compliance with PACIDA policies and USAID regulations (including procurement, cost norms, authorized signatories, internal controls, and bank and cash management).
Assist the Finance Manager in preparing monthly, quarterly, and annual financial reports as per national regulations, donors, and internal PACIDA reporting requirements. S/he will maintain and archive all project financial files, scanning and uploading supporting documents weekly to PACIDA's SharePoint.
Periodically review financial management practices for assigned locations, provide training for field staff, and participate in PACIDA finance workshops as needed. Support the Finance Manager during internal and external audits.
Carry out other duties as assigned by the Supervisor.
Tax Accounting, Claim, and Reimbursement Procedures:
Record and file tax-related invoices for PACIDA projects, ensuring tax compliance to facilitate tax claims with USAID.
Ensure timely submission of tax claims and manage reconciliation processes as necessary.
Support in claiming any pending reimbursements from PACIDA invoices and prepare necessary documentation as required.
Data Processing and Reconciliation:
Support the Finance Manager in developing templates and forms tailored to project needs, enhancing data tracking for budget monitoring, monthly updates, expenditure tracking, and procurement.
Prepare timely monthly reconciliations
Organizational Learning
Commit time to learning activities that benefit PACIDA and personal development.
Knowledge: Qualifications & Experience:
Bachelor's degree in accounting or finance or related degrees.
5-7 years of relevant work experience. Demonstrated prior experience working on USAID assistance awards required.
Experience with varying contract types: fixed-price, cost-reimbursable, time and material, and incentive–type contracts is preferred.
Proficiency in Microsoft Office. Advanced Excel skills are compulsory, with proficiency in handling complex Excel functions to support job responsibilities.
Experience in reconciling data within accounting systems is a must.
Working Experience in SAGE and other accounting software.
Proven expertise in interpreting and applying statutory and regulatory language in executing awards and contracts from USG entities and in maintaining current knowledge of changes in the language, application, and enforcement of this language.
Developed understanding of professional business standards required to create a high–performing and accountable environment.
Experience in organizational problem–solving, operations, high–performance management in complex organizations.
A positive thinker and collaborative problem solver.
Strong interpersonal relations, teambuilding and communication skills.
Previous experience providing compliance training in a diverse cultural background