Financial Management Specialist at MINEDUC SPIU: (Deadline 7 December 2021)

Financial Management Specialist at MINEDUC SPIU: (Deadline 7 December 2021)

Job description

The Financial Management Specialist shall deliver on the following duties and responsibilities:
 Establish and maintain sound financial and internal control systems and procedures for the projects and ensure that they are adhered with, in line with the GoR Regulations and Donor Procedures;
 Prepare and support in the preparation of the project annual budgets as part of the annual work plan and budget preparation and revisions thereof;
 Ensure that payments are timely made and recorded in accordance with the approved budgeted/planned amounts as approved and complies with Financial Management Manuals, the Financing Agreements and other laid down accounting procedures and operational guidelines;
 Ensure that all payments vouchers are adequately supported with appropriate source documentation, duly authorized for payment and properly filed to facilitate easy retrieval and referencing;
 Ensure that approved bank accounts are maintained at adequate levels to enable scheduled payments to be made without delay, undertaking timely cash flow projections and observing good treasury and cash management practices;
 Follow up to ensure that actual expenditures are in line with budgets, analyze and provide explanation to users on any variances thereof;
 Ensure funds are properly managed and flow smoothly, adequately, regularly and predictably in order to meet the projects objectives;
 Design and provide the SPIU Coordinator with monthly analytical reports on the financial performance of the Projects;
 Prepare monthly reconciliation statements for all bank accounts;
 Prepare monthly, quarterly and annual financial statements as appropriate as well as any other financial status reports required by Stakeholders, program legal agreements and the financial reporting framework of the GoR;
 Submit Interim financial reports quarterly or biannually to projects funders in line with reporting requirements of the funders;
 Work with consultants and suppliers on issues concerning payments, disputes and account settlements;
 Maintain accurate recording of all projects’ assets in the Asset register and subsequently carry out timely updates, reconciliation and verification of such assets acquired for the Projects;
 Ensure that all projects assets are correctly identified and physical verifications carried out on a regular basis to ascertain existence and condition(s);
 Support Internal audit of the projects by the Ministry’s internal audit and ensure that findings relating to the projects are addressed on time;
 Lead, facilitate, and support the External Audit of the project’s Annual Financial Statement by preparing the necessary reports from the projects accounting system and other records, in accordance with the prescribed standards;
 Undertake the training of key staff of implementing agencies in the use and interpretation of the financial information and the need to adhere to internal control procedures and guidelines to enhance the financial discipline in their respective operational units;
 Ensure that accounting policies, procedure guidelines and ethical business practices are adhered to at all times in the conduct of business at all levels of implementing agencies;
 Develop or update Financial Management Manuals of the projects; Maintain and update all required financial records, including cashbooks, ledgers, commitment registers and contract registers;
 Prepare timely withdrawal applications for replenishments to the designated accounts (DA’s) as well as effecting direct payments to suppliers and/or contractors, in accordance with the laid down procedure guidelines;
 Liaise with the Office of the Auditor General and /or the External Audit Firm and have responsibility for the timely submission of audited project financial statements to the projects funders;
 Perform any other related tasks as may be deemed necessary and assigned by the immediate supervisor.