Bilingual Finance Officer needed at Planned Parenthood Federation of America (PPFA)

Planned Parenthood Federation of America (PPFA) is the national umbrella organization for the nation’s leading network of women’s health care providers, educators, and advocates, serving women, men, teens and families. Planned Parenthood Action Fund is the advocacy and political arm of PPFA. For over 100 years, Planned Parenthood has done more than any other organization in the United States to improve women’s health and safety, prevent unintended pregnancies, and advance the right and ability of individuals and families to make informed and responsible health care decisions. The department of Planned Parenthood Global provides resources, funding for family planning services and programs, information, and technical assistance to more than 100 organizations across Africa and Latin America. PPG’s mission is to advance the health and rights of young people, women, and families, with an emphasis on the most vulnerable and underserved. The Global Operations team creates best-in-class, innovative, and sustainable solutions across all international offices and field programs in Africa and Latin America by providing the resources, infrastructure, and policies to drive PPG’s mission. The team leverages the values of accountability, transparency, and consistency for the efficacy of the organization.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Global (PPG) seek a seasoned, dynamic and dedicated Bilingual Finance Officer for the Africa Regional Office. The position reports to the Finance Manager, Africa Regional Office (ARO) and is part of the Global Operations team in the Planned Parenthood Global department of PPFA. While this position is based in ARO, it supports other country offices within the Latin America Region (LARO) and New York (HQ). The Africa Regional Office provides technical, financial and programmatic support to PP Global funded partners in the Africa Region.

Purpose :

The Bilingual Finance Officer’s main function is to monitor and manage expenditure and budgets in the Africa Regional Office, with key emphasis on grants management and Operations. This will involve: coordinating payments, ensuring fund coding is correct, financial tracking, data analysis reporting, and ensuring compliance with PP Global finance procedures, as well as assisting with donor reporting. This position will report to the Finance Manager, Africa Regional Office.

Delivery :

KEY ROLES AND RESPONSIBILITY:

Payments/Accounts Payable

1. Prepares payment documentation including: vendor invoices, consultant contracts, invoices and reports, documentation for partner disbursement, payroll documents and related statutory deductions, staff advances and various payment schedules.
2. Responsible for capturing and processing payments on all of the region’s banking portals and following up with the bank signatories to release the payments as captured.
3. Captures relevant General Ledger and Budget coding on payments, tracks the payment of invoices, vouchers, advances, expense reimbursements and other schedules to ensure completeness, accuracy, reasonability, and validity.
4. Monitors the operations inbox for incoming vendor invoices for processing.
5. Performs vendor management functions to ensure that vendor invoices are received and processed in a timely manner and that payments to vendors are processed in accordance with vendor contracts and service level agreements in place.
6. Keeps track of office supplies and prepares for replenishment, purchase and delivery.
7. Reviews and execute grants disbursements
8. Reviews and monitors donor budgets to ensure payments and transactions are aligned with donor budgets as guided by the G&C team.
9. Review, checks accuracy in budget coding and deliver TER (Travel Expense Reimbursement) payments
10. Any other responsibility that may be assigned from time to time, but falls within the capability of the employee.

Accounting

1. Assists in sound project financial, administrative, and programmatic management
2. Enters transactions into the accounting system (QBO), ensuring all transactions are supported by adequate documentation, are complete and in accordance with PPG policies and procedures.
3. Responsible for the reconciliation of the region’s books of accounts and general ledgers.
4. Supports the month-end close process to ensure timely submissions of financial reports.
5. Prepares the monthly financial reporting (ROE), performs month-end bank reconciliations for all the bank accounts held within the region’s offices, and follows up on any variances for all ARO offices, including variances as relates to project spending and funding sources.
6. Assists with the quarterly accrual process.
7. Custodian of the Africa Regional Office’s petty cash and responsible for reconciliation of expenditure against the petty cash, as well as initiating replenishment.
8. Continuously reviews and upholds the organization’s accounting procedures, internal controls and Standard Operating Procedures (SOPs) acting as a focal person to provide guidance to other regional office staff.

Engagement:

Regularly interacts with other regional and in-country teams, such as the Operations team, the Programmatic team, the Grants & Compliance team, counterpart finance department (PPFA) for payment/wires execution and management as appropriate to ensure work is completed on time and meets performance goals. The position requires regular contact with in-country partners, colleagues, and sister organizations, in order to advance the interests of PP Global.

Knowledge, Skills and Abilities (KSAs):

Education:

Bachelor’s degree in accounting, finance, commerce, business administration or any other relevant field. Professional qualification in CPA (K), ACCA or its equivalent. Must be a member of a regulatory body within the field, and proof of which will be required.

Experience:

Minimum of Five years’ experience in Finance and Grants management. Experience working with foundation grants is preferred. Good understanding of best practices in procurement are necessary.

Abilities/Skills:

• Good analytical and decision making skills.
• Ability to anticipate, prioritize and manage multiple tasks with keen attention to detail and follow through.
• Fluency in English and French is mandatory.
• Experience working with non-profit organizations.
• Capacity to work under pressure and meet inflexible deadlines.
• Must demonstrate good interpersonal skills.
• QuickBooks, Sage, and Google-Suite experience are a must.
• Experience with Tableau or similar Financial planning software are a must.
• Knowledge and tolerance of surrounding cultures.
• Ability to analyze and synthesize information, and communicate clearly and persuasively verbally and in writing.
• High degree of efficiency and short turnaround time in addressing issues.

TRAVEL:

Ability to travel a minimum of 25% of time within the country and outside the country