Finance and Project Officer 40 hours per week
Duty station: Gaborone, Botswana
KNCV Tuberculosis Foundation
KNCV Tuberculosis Foundation is an international non-profit organization dedicated to the fight against tuberculosis (TB), still the second deadliest infectious disease in the world.
KNCV is an international center of expertise for TB control that promotes effective, efficient, innovative and sustainable tuberculosis control strategies in a national and international context. We are an organization of passionate TB professionals, including doctors, researchers, training experts, nurses and epidemiologists and laboratory scientists. We aim to stop the spread of the worldwide epidemic of TB and to prevent the further spread of drug-resistant TB.
Over the past century we have built up a wealth of knowledge and expertise, initially by successfully controlling TB in the Netherlands. Since the 1970s, we have also shared our knowledge and expertise with the rest of the world. We operate from a central office in The Hague in the Netherlands, a regional office in Central Asia and country offices worldwide. KNCV raises funds from private, institutional, corporate, and government donors.
KNCV is the lead partner in Challenge TB, the USAID-funded 5-year global project to decrease TB mortality and morbidity in high burdened countries. We lead an international consortium with eight partner organizations: American Thoracic Society (ATS), FHI 360, Interactive Research & Development (IRD), Japan Anti-Tuberculosis Foundation (JATA), and Management Sciences for Health (MSH), PATH, The International Union Against Tuberculosis and Lung Disease (The Union), and the World Health Organization (WHO).
The overarching strategic objectives of Challenge TB are to improve access to quality patient centered care for TB, TB/HIV, and MDR-TB services; to prevent transmission and disease progression; and to strengthen TB platforms.
The Finance and Project Officer is a member of the KNCV Botswana Office team and is accountable to the Country Representative, with a functional reporting line to the finance team in The Hague.
Purpose of the position
Finance and Project Officer
The Finance and Project Officer will be based in Gaborone at the KNCV Botswana office and will keep timely, complete and correct financial transactions, reporting to the internal and external stakeholders, and to support the Country Representative in the administration and efficient financial management of the project.
Your Challenges are:
- Ensuring the accounting transactions are in accordance with Generally Accepted Accounting Principles, KNCV Policy, and any cost principles imposed by KNCV or donor agency; and agree with supporting documents;
- Ensuring that all costs have adequate prior authorization and approval;
- Timely reporting to all relevant statutory bodies according to legislation of the Republic of Botswana;
- Ensuring a chart of accounts and appropriate forms for statutory reporting is in accordance with the regulations of the Republic of Botswana;
- Settling salaries, associated taxes and other obligatory payments to the statutory bodies established by the legislation of the Republic of Botswana;
- Maintaining financial and tax discipline, timely informs the supervisory staff about all concerns timely;
- Maintaining cash discipline and compliance with order of checks drawing and keeping of chequebooks;
- Ensuring annual inventory control of property and fixed assets and makes write-off of broken/outdated fixed assets ensuring legality, timeliness and accuracy of records;
- Looking after safety keeping of accounting documents and their turnover to the archive according to established order and regulations of the Republic of Botswana and donor regulations;
- Regularly monitoring the legal updates on tax, labor and accounting;
- Bringing the relevant accounting issues to the attention of Country Representative;
- Being the contact person for audits by external auditor;
- Verifying contracts with suppliers for compliance with accounting rules and regulations of the Republic of Botswana;
- Supporting the Country Representative on other financial and administrative tasks.
Supporting the financial management of projects:
- Communicating with finance teams at HQ on finance issues and independently composes and finalizes correspondence of finance nature bringing it to the attention of the Country Representative;
- Arranging regular external and donor audits in the KNCV Botswana Office;
- Assessing budget proposals from partners against applicable internal and donor rules and regulations;
- Supporting the Country Representative in development of project and office budgets;
- Verifying cash/bank payment requests, cash withdrawals and other project related transactions for conformity with project budgets and correctness of codes;
- Monitoring availability of funds on bank accounts and prepares an overview of bank balances on a weekly basis for the attention of Country Representative;
- Preparing payments for approval by Country Representative;
- Making periodic reconciliation of expenditures and monitors availability of funds for office/project budgets, ensures timely fund requests to HQ;
- In conjunction with Project staff ensuring all local purchases are as per defined threshold and in compliance with donor rules and audit requirements;
- Checking invoices and expense reports for project;
- Checking the correctness of codes to project related bank/cash transactions;
- Entering data and financial transactions into accounting system and applicable monitoring and management information systems;
- Ensuring monthly financial reporting to HQ in the required standard format;
- Providing financial data in support of the Country Representative and other staff for issuing agreements with donors and suppliers;
- In conjunction with financial staff of HQ establishing the local financial system and implements financial procedures in compliance with KNCV and donors’ rules and regulations;
- Assisting the Country Representative in overseeing financial management system in the country office which meet KNCV management reporting requirements and facilitate the successful implementation of Challenge TB project in Botswana.
Supporting the administrative management of the project:
- Coordinating the administrative processes related to technical assistance provided by consultant(s) from KNCV headquarters and/or or regional offices;
- Ensuring adherence and compliance to KNCV and donor rules and regulations;
- Coordination and dissemination of project results;
- Supporting in developing, revising, finalizing and submitting work plans;
- Facilitating the monitoring and reporting system of the project implementation process, including the submission of necessary regular and ad hoc reports to the relevant donors;
- Ensuring proper archiving of relevant project documentation;
- Keeping a schedule of key planned activities to monitor they are implemented in a timely manner. These include travel plans, important activities and upcoming events;
- Providing administrative support during preparations of annual planning and other project activities as needed;
- Supporting the Country Director in obtaining necessary agreements and registration that supports the functioning of KNCV in Botswana;
- Assisting with completion and correctness of administrative forms as required including procurement request forms, check requests etc.;
- Administering petty cash according to established procedures;
- Coordinating the maintenance of office equipment;
- Taking care of office suppliers including making sure all required stationery is present, photocopying, scanning relevant documents;
- Executing other relevant duties as deemed necessary by the Country Representative, for instance procedures of opening the bank account.
Your education & experience
- University degree in Accounting, Finance or Business Management, or related field;
- Professional qualifications such as CPA or equivalent is an important advantage;
- At least 3 years’ experience in a similar position in a foreign business or NGO;
- Being familiar with USAID financial and administrative policies, rules and regulations is an advantage;
- Proficiency in relevant software (Word, Excel, Exact Globe or Quick books accounting system);
- Knowledge of Republic of Botswana tax law;
- Relevant experience in administration or willingness to learn.
- Excellent interpersonal and communication skills;
- Ability to work in a team and individually;
- Good working knowledge of spoken and written English.
Responsibilities and risk factors
- Material risk due to responsibility for the preparation of money transfers;
- Tasks are performed within a set policy and with the use of standard procedures.
What does KNCV Tuberculosis Foundation offer?
- A full-time fixed-term contract for one year, with the intention to extend the contract, dependent upon funding and performance;
- An informal work atmosphere in an international environment where initiative is the norm;
- A highly-motivated team of experienced, self-driven colleagues;
- A competitive salary dependent upon education and relevant working experience;
- KNCV Tuberculosis Foundation has its own Employment Conditions Scheme.
Application and information
You can apply for this position, including a motivation letter and 3 professional references, via the form below before 7th July 2017. If you have any questions, feel free to contact our HRM Team in The Netherlands: +31(0)70-41672222 or +267 3632061 (Botswana office) or mail to firstname.lastname@example.org.
KNCV Tuberculosis Foundation is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled.