Financial Accounting, Reporting and Month-End Closing

•   Ensure that all financial transactions are accurately, completely, and timely recorded in accordance with organizational procedures, donor requirements, Generally Accepted Accounting Principles (GAAP), and applicable local laws and regulations.

•   Prepare and/or review monthly payroll, including salaries, incentives, deductions, payroll-related taxes, and other statutory obligations, and ensure that all supporting documentation is complete and properly authorized.

•   Review payroll and supporting documentation submitted by Primary Healthcare Centres (PHCs) and maintain accurate and updated records of relevant health-facility staff.

•   Coordinate with all bases to ensure timely month-end closure (including Post Back), completeness of supporting documents, and resolution of outstanding accounting issues.

•   Prepare and/or review financial statements and management reports, including the trial balance, balance sheet, income statement, cash-flow information, general-ledger schedules, and other required financial reports.

•   Review invoices, expense claims, payment requests, journal entries, advances, accruals, prepayments, and other financial documents to ensure accuracy, eligibility, coding, authorization, and compliance with donor and internal rules.

•   Maintain accurate cash books, accounting records, filing systems, and supporting documentation to ensure a complete audit trail.

2. Banking, Treasury and Reconciliations

•   Manage day-to-day banking and treasury activities, including bank-account administration, authorized payments and transfers, cash planning, liquidity monitoring, and coordination with banks and financial service providers.

•   Prepare and/or review monthly bank reconciliations for all mission accounts, investigate outstanding or unusual reconciling items, and ensure timely resolution and documentation.

•   Perform regular reconciliation of bank statements, cash books, advances, payroll, supplier balances, and other relevant control accounts.

•   Ensure that banking transactions comply with approved signatory mandates, segregation-of-duties requirements, internal controls, and applicable banking regulations.

•   Monitor mission cash flow and cash requirements and ensure adequate, secure, and properly authorized availability of funds for operational needs.

3. Tax, Statutory and Regulatory Compliance

•   Ensure that tax matters are accurately calculated, documented, reported, and paid within applicable deadlines, including payroll-related taxes and other statutory deductions or obligations relevant to the mission.

•   Ensure that statutory accounting and financial reporting requirements are fulfilled in accordance with applicable local laws, regulations, and recognized accounting principles.

•   Maintain complete and up-to-date tax, statutory, banking, and regulatory files and support the Administrative Coordinator in responding to queries from relevant authorities, auditors, banks, or other authorized stakeholders.

•   Stay informed of changes in financial, tax, labor, banking, and administrative regulations and advise the Administrative Coordinator on operational implications and required compliance actions.

4. Budget Forecasting and Utilization (BFU) / Donor Financial Management

•   Prepare, review, and update budgets, forecasts, Budget Forecasting and Utilization (BFU) tools, and cash projections in coordination with budget holders and the Administrative Coordinator.

•   Monitor expenditure against approved budgets, analyze variances, identify risks of over- or under-spending, and provide timely recommendations and corrective actions.

•   Ensure that Material Requisitions (MRs), Purchase Orders (POs), contractual commitments, and other known liabilities are appropriately reflected in budget monitoring and forecasting.

•   Review costs for donor eligibility, correct allocation, supporting documentation, and compliance with contractual and organizational requirements.

•   Provide financial input for proposals, budget revisions, project modifications, donor reports, and management decision-making when required.

5. Internal Controls, Audit and Risk Management

•   Maintain and strengthen internal financial and administrative controls, including segregation of duties, authorization levels, cash controls, document verification, and periodic spot checks.

•   Support internal and external audits by preparing samples, reconciliations, schedules, explanations, and responses, and follow up on agreed audit recommendations and corrective actions.

•   Identify financial, compliance, fraud, corruption, and operational risks within the assigned area and promptly escalate material concerns to the Administrative Coordinator and relevant functions.

•   Support disciplinary, inquiry, or investigation processes where financial or administrative records are required, while maintaining confidentiality, impartiality, and proper documentation.

6. Complaint Handling, Case Follow-up and Compliance

•   Support the receipt, registration, documentation, referral, and follow-up of complaints falling within the role's delegated responsibility and in accordance with the organization's complaint-handling procedures.

•   Handle administrative, financial, workplace, fraud/corruption, and compliance-related complaints with confidentiality, impartiality, due process, and respect for non-retaliation principles.

•   Ensure complaints involving safeguarding, PSEA/SEAH, serious misconduct, or other specialized matters are promptly referred through the appropriate designated channels and are not handled outside the role's authority.

•   Maintain secure and accurate complaint/case records, monitor agreed actions and closure status, and identify recurring issues or control weaknesses requiring management attention.

•   Promote staff awareness of available complaint, reporting, and escalation channels and support the implementation of corrective or preventive actions when assigned.

7. Human Resources, Administration and Procurement Support

•   Support recruitment, selection, onboarding, training, staff administration, and employee-relations processes as delegated, ensuring compliance with organizational policies and applicable labor regulations.

•   Support the maintenance of accurate staff and administrative records and contribute to the preparation of monthly SitReps and other management information.

•   Oversee specific day-to-day administrative operations across the bases and ensure timely follow-up of schedules, deadlines, facilities, and administrative requirements.

•   Provide administrative and financial oversight of procurement processes, ensuring appropriate budget availability, documentation, approvals, and compliance while respecting segregation of duties.

•   Maintain strict confidentiality when handling personal, financial, complaint-related, or otherwise sensitive information.

8. Team Supervision and Capacity Building

•   Supervise Administration/Finance Officers and other assigned staff across the bases, including workload planning, task delegation, follow-up, performance support, and technical guidance.

•   Provide regular coaching and capacity building on finance, HR, administration, internal controls, donor compliance, complaint-handling procedures, and relevant organizational policies.

•   Promote consistent application of procedures across all bases and ensure that identified performance or compliance gaps are addressed in a timely manner.