Finance and Operations Officer - DRC

The Finance and Operations Officer is responsible for operational, finance and administrative support to the m2m DRC program. This includes the management of procurement, travel, vehicles, recording and reconciliation of all financial transactional data of the Country Office including reviewing and coding financial information; preparing and processing documents to disburse funds, making deposits; compiling and reviewing information for accuracy. This position is based in DRC, Kinshasa , and reports to the Senior Programme Manager.

Key Performance Areas

Purchasing and Navigator processing

- Enter all invoices into the accounting system and allocate them against purchase orders
- Coordinate and manage the process to setup new suppliers in the accounting system and dealing with supplier queries regarding payments
- Maintain and update supplier information and do relevant background checks and terrorist/debarment checks
- Ensure that direct debits payment are checked to supporting documentation and correctly recorded in the accounting system
- To ensure monthly payment reports are produced for the cash flow analysis
- Maintain an updated list of preferred vendors for the office

Managing staff and vendor accounts

- Process travel requisitions and related staff advances
- Enter staff expenses into the accounting system (reimbursements and/or advance liquidations)
- Timely payments to suppliers, payments done within 30 days of receipt of invoice
- Run the creditor report at month-end

Cashbook management and reconciliations

- Prepare monthly bank reconciliations for the main operating account for submission to the Head Office Finance team
- Manage the petty cash process and balance petty cash monthly
- Prepare monthly reconciliations of payables, payroll, accruals and prepayment control accounts
- Ensure that internal bank transfers are correctly managed
- Follow up on reconciling items above and pass correcting entries where necessary
- Processing of the cashbook on a monthly basis.

Month-end and year -end close activities, budgeting & reporting

- Support the Finance Business Partner in liaising with the finance and support services unit to close the month-end in time and conduct relevant reconciliations
- Support the Finance Business Partner in putting together budget inputs by liaising with various stakeholders.
- Analyse monthly actuals vs budget reports and provide reasons to the variances.

Administration Support, travel, HR and asset management

- Ensure review and timely submission of timesheets from the team (site and office staff)
- Ensure all HR staff information changes are collated and submitted timeously for payroll purposes
- Ensure all HR processes in liaison with the HR Officer are communicated and co-ordinated within the team such as performance reviews, policies and procedures, etc
- Ensure timely submission of all statutory deductions for Tanzania.
- Provide logistics support to the programme staff on trainings/workshops
- Manage the filing system for all financial documentation
- Support with the retrieval of financial data during audits
- Support proposal development and fundraising process, as needed
- Manage travel and logistics support to the project team. Make hotel, transport, airline, and other bookings for domestic travel and provide support to m2m Travel Coordinator in arranging international travel
- Ensure compliance with m2m policies
- Maintain the project inventory register

Qualifications, Experience and Competencies

- Bachelor's degree in accounting, business, or similar field
- 3-5 years' experience in similar roles
- Experience working on NGO projects preferred

Competencies:

- Excellent organisational skills and attention to detail, structured and process-driven
- Excellent communication and interpersonal skills
- Ability to work independently and manage multiple competing priorities
- Sound critical thinking and problemsolving skills
- Demonstrated experience using MS Office suite (Excel, Word, Power Point, Outlook)
- Fluent in French, proficient in English and fluent in local languages
- Integrity, professionalism and transparency
- Valid driver's licence an added advantage

Reporting & Team Structure

- Reports to: Senior Programme Manager

Working Conditions

- Employment Type: Full Time
- Location: DRC, Kinshasa

Compensation and Benefits

- Competitive salary and performance-based incentives
- Comprehensive benefits (health, retirement, leave)
- Opportunities for growth, leadership, and professional development