Josephine Friday Gibson

Financial Management and Analysis

· Perform assigned treasury (cash payment/receipt, cash forecast for the CP.) duties, if segregation of duties is ensured.

· Participate in the Development of budgets for Projects, Monitor project Budgets and annual work plans.

· Prepare monthly bank reconciliation on the 3rd of each month and submit it for review and approval to the CM. Scan and file both electronic and hard copies to a recommended storage.

· Ensure the daily “creation of invoices” is approved in Insight and initiate approval for further processing.

· Ensure attached scan copies of invoices are created for review by the approver.

· Lead the scanning of all documents and work closely with the Accountant/Grant Officer so that all backlogs are scanned and attached to the appropriate Insight transaction in Insight.

· Ensure that all assets including cash, investments, inventories, accounts receivable, and fixed assets are accurately recorded and reflected on the trial balance.

· Responsible for the transmittal of payroll to the bank, submits to Finance Manager for review and subsequently approved by the CR or his designee’ before submission to the bank for processing.

· Ensure all approved and paid documents are stamped paid/canceled and filed accordingly.

· Ensure that all return cash is deposited into the organization account not more than two days upon receipt by the Admin Assistant/Intern.

· Ensure capital assets are properly recorded in Insight and all required documentation is filed appropriately.

· Ensure that Budget Comparison Report (BCR) is run at the end of the month and coordinate a meeting for BCR.

· Share Outstanding Advances with Staff at the end of the month

· Coordinate finance regular meetings.

· Serve as a focal person for internal and external Audit

· Review and validate supporting documentation before processing of financial transactions to ensure all required documents are accurate and complete and authorizations are in place.

· Ensure setup and maintenance of all data required for processing financial transactions for assigned accounts in Sun Systems’ financial accounting package. (Now we immigrate from Sun to INSIGHT)

· Record financial transactions following appropriate authorizations. Review and analyze various accounts to detect irregularities. Advise on corrective actions and prepare to correct entries and adjustments, as necessary.

· Monitor disbursement/receipt schedules, alert relevant staff of due payments/liquidations, and maintain appropriate communication and follow-up to facilitate timeliness of financial resource management.

· Supervisory role- Supervise one Finance Assistant & one Junior Professional

· Prepares report for Donors as required.

Month End Process

• Month Processing – Work on Interim state Field Labor cost Allocation Tool (FLCAT) & Accounting for payroll at the end of every month
• Create Severance Report soft & Hard copies at the end of the month.
• Ensure that Month end checklist is done and sent to HQ at the end of the month.
• Collect all timesheets and review timesheets for the month end process.
• Allocate Fringes and allowances Benefits to Projects
• Verify that the National Salary clearing account is Zero.
• Prepared Amortization & Fuel consumption report
• Ensure that cost allocation is done at the end of the month.

Subrecipient Financial Management

· Conduct pre-assessment of partner financial management system in line with agency SRFMP

· Assess, evaluate, and monitor subrecipient financial management processes in accordance with policy and strengthen capacity of partner in financial accounting and transactions.

· Develop training materials for partner training in administration, finance, and commodity management.

· On the basis for systemic and periodic reviews of partner systems and identification of problems in systems, provide timely on-site technical assistance and arrange for trainings for partner accounting, administrative and logistics staff.

· Ensure that all partners’ liquidation reports are reviewed/approved and recorded in the month for which the reports were submitted.

· Communicate with partners for any discrepancy identified during the liquidation review process and copy Finance/PM/HoOP/CM.

· Ensure that partners properly filling out the liquidation report.

· Provide monthly update of partners advance balances to PMs/Accountant/Grant Officer/HoOP/CM.

· Work with partners to properly document their authorization chart.

· Evaluate and monitor subrecipient financial management processes in accordance with policy and strengthen capacity of partner in financial accounting and transactions.

· Prepare various, periodic, and ad hoc financial reports, as needed, and perform variance analyses to assist with decision-making and proper management of financial resources.

· Provide information to subrecipients and staff on financial accounting policies and procedural compliance issues and contribute to capacity strengthening.

Efficiency

· Ensure all statutory tax obligations (including staff withholding income tax, NASSCORP withholding tax, Rental Withholding Income tax, Withholding Services income tax etc.) are remitted to the General revenue account on or before the 5th of each month.

· Follow up with the relevant authority for the necessary receipt.

· Conduct regular spot checks of petty cash and document procedures as well as unannounced checks on sub-recipients’ activities.

• Excellent communication skills, both verbal and written.
• Worked flexible hours across night, weekend and holiday shifts.
• Gained extensive knowledge in data entry, analysis and reporting.
• Applied effective time management techniques to meet tight deadlines.
• Developed and maintained courteous and effective working relationships.
• Assist in the implementation of finance policies, procedures, and systems
• Ensure that staff are in compliance with IRC procedures and guidelines
• Review all payment documents for proper and adequate documentation
• Review all expenditure worksheets for accuracy and completeness
• Review spreadsheets from field sites before uploading to sun (Accounting software).
• Conduct regular timesheets audit to ensure consistent adherence
• Give feedback to Field Finance offices regarding their monthly Report
• In liaison with Logistics and Administration departments, prepare commitment lists every month for financial obligations already entered into but not captured in financial reports.
• Review bank reconciliation monthly from main office Cashier and field site.
• Serve as the focus person for all banking issues.
• Forward to the Payroll Administrator every month, outstanding personnel advances and charges related to T7, for recovery.
• Prepared Payroll Macro every month /Timesheet allocation for Staff
• Prepared correction entries at the end of month
• Prepared Share Percentage Cost at the end of each month
• Served as a lead in the month end closure
• Serve as a technical resource person for the accounting department.
• Monitor and assist in the supervision of Field Finance staff by requesting and reviewing work plans for all Field Staff
• Effectively review all field cash books and Field Monthly cash forecast
• Work along with county Coordinators to resolved payments of CHA’s and give advice on financial procedures
• Exercised leadership capabilities by successfully motivating and inspiring others.
• Daily supervision and review of the work flow processes for efficiency of Finance Officer-PACS
• Coordinate the field offices and give support for payments of DSA for training
• Verify payroll for Incentive payments for all Community Health Assistant (CHA’s) on the PACS project
• Work with M&E to settle all outstanding payments for CHA’s on PACS Projects
• Using the mobile money Platform do incentive payment for all Eligible CHA’s
• Represent the Finance department on the Procurement Committee
• Serve as a Lead i Recruiting of new Finance staff recruitment
• Finance orientation for New incoming Finance staff and training of non-Finance
• Review all Purchase Orders and Purchase Requests for proper coding and budget adequacy before approval.
• In liaison with Logistics department, prepare commitment lists every month for financial obligations already entered into but not captured in financial reports,
• Carry on Field Monitoring and Assessments to identify areas of improvement and training using relevant tools
• Conduct spot checks on warehouses for PACS field offices & Check on the management of Fuel in the field offices
• The review of and accounting for procurement transactions to ensure adequate supporting documentations, accuracy amount and control over payments
• Act always in accordance with country law and standards of accounting practice.
• Review, with the objective of gaining a clear understanding, budget guidelines and instructions.
• Review funding allocations to enable proper guidance to programs and proper coding.
• Participate in the preparation of Budget for a new opportunity
• Assist in identification, engagement, and management of relevant Sub-grants & Partners by carrying out Partners Assessment Follow up on pre award assessment to determine Capacity needs of sub grantees
• Organize and conduct trainings for partners on financial reporting requirements, relevant donor rules and regulations, organizational development areas and support peer learning between IRC and partners and amongst partners
• Oversee sub grant reporting and undertake verification of reported expenditure while complying to financial reporting guidelines , review the cash request of sub grants and ensure timely transfer of funds, review sub grant amounts versus expenditure reported
• Work with the partnership team to identify gaps for capacity building of the partners, maintain sub grants and partner checklist
• Review Sub grantee reports and give feedback to sub grants on compliance and supporting documentations
• Prepared analysis reports for all sub grantees
• Effectively monitor Sub grants on a regular basis

• Proven ability to develop and implement creative solutions to complex problems.
• Developed strong organizational and communication skills through coursework and volunteer activities.
• Participated in team projects, demonstrating an ability to work collaboratively and effectively.
• Used strong analytical and problem-solving skills to develop effective solutions for challenging situations.
• Month-end reports checking on SUN, National Staff Payroll Allocation JV, SAF File Checklist, Back up, Revenue Recognition, assets depreciation, Currency clearing,
• Extract and analysis Transactions/ Balance sheet accounts Cleaning & revaluation
• Reinforced Training on Sun Systems and Q&A features
• Work on SUN system inside the rules and more practicals,
• Checking of transactions and Reviewing posts and upload new or corrective transactions Queries and documents inputs account management & Extractions for reports and accounts reconciliations, Sun reporting (FA reports, Account query, analysis layouts and analysis codes ) Sun and Q&A troubleshooting, HQ support. Q&A reporting (transactions extract, use of Q&A features to produce different Reports such FM01…)
• Internal Controls and Accounting. Help with the cleanup of our BvA online system
• Accounting: Reminder on the use of each account and relevant policies ; ADP uploads, use and analysis of allocations Loading grants budgets in Sun; online
• Act as Finance Controller from 14 to 26 August 2019 (the days when FC Cameroon attended FC conference

• Acted as a team leader in group projects, delegating tasks and providing feedback.
• Proven ability to learn quickly and adapt to new situations.
• Participated in team projects, demonstrating an ability to work collaboratively and effectively.
• Worked well in a team setting, providing support and guidance.
• Ensure that Financial supporting documents from Programs comply to IRC policies, procedures, donor rules & regulations.
• Verify correct coding of expenditure on all payment requests, Purchase Orders and Purchase Requests.
• Ensure adherence to the Authority Matrix for all authorizations on payment and purchase requests.
• Strictly follow the finance manual to be in full compliance with IRC’s finance and accounting regulations and policies
• Assist F&A Director in the implementation of IRC Financial policies & procedures and USAID guidelines.
• Diligently review financial report form Partners for adherence to accounting procedures, donor rules & regulations
• Ensure that all financial report files submitted by Local Partners are check for compliance to USAID Rules and guidelines.
• Give feedback to partners for corrections of documents after file had been reviewed
• Explain the Policies and Procedures to Partners doing the reviewing of Financial Reports
• Process Transfer of Funds to Partners and file all financial documents after reviewed & Prepared JV for Sub grantee to be loaded into the Sun System
• Coordinate with field Finance Officers in the preparation of Monthly Cash forecast for the project
• Reviewed each Flied offices Cash forecast before sending it for approval
• Ensured that each cash forecast is in line with the budget and coding of activities is done properly
• Transfer to be made to the field office in a timely manner each month
• Ensured that field officers send in cash forecast at the due date given
• Transfer of Funds to Field offices are done in a timely manner
• Liaise with bank in Monrovia and PACS Field offices if there need be for withdrawal of cash of review of bank statements at the end of the period.
• Ensured that cash books send from Field sites are reviewed and uploaded into SUN system
• Gives Feedback on Bi-weekly cash books reviewed
• Ensure that all cash counts are reconciled doing the cash books review
• Give feedback of all field Cash books reviewed
• Provide advice, information, and briefings to staff (financial and non-financial) to address concerns or resolve problems as quickly and effectively as possible.
• Preparation of donor reports for review by the Finance Controller.
• Work along with programs Staff in monitoring Budget for the month
• Follow the process of Realignments of Budget with the assistant from the Finance Controller
• Prepared BVA & Plan BVA Meetings with programs and Budget holders
• Efficiently create an analysis of actual to budget results that results to identify problems in accounting or compliance
• Acting as the primary liaison for the field office finance staff for policy or procedure questions
• Review of financial data submitted by the field to identify weaknesses or problems being encountered by field finance staff and recommend corrective action.
• Monthly verification of field office transaction and follow up on outstanding Issues
• Ensure that Field offices accurate financial reports to the Country Office timely by the 2nd of every month both soft & hard copies
• The review of and accounting for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
• Maintaining a system to track commitments and outstanding contract amounts.
• Providing input to Purchase Request approvals to ensure commitments are considered before further purchases approved
• Primary responsibility for liaison with Supply Chain/Operations dept.
• Reviewed physical inventory counts and ensuring proper valuation and accounting for inventory or supply items.
• Ensuring internal control procedures are followed for all cash disbursements, receipts and transfers
• Review cash & review consolidated cash forecasts from Flied Offices & Monitoring cash usage and requirements and advises the FAD of possible unusual activity or requirements
• The processing of the national payroll ensuring standard financial controls are maintained
• Preparation of the necessary related accounting entries including salary allocations
• Serving as primary liaison with Administration and the field offices on payroll related issues
• Ensure that Tax and National Social Security paid at end of each month

• Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
• Collaborated with team leaders to define standards, policies and procedures to meet company revenue goals.
• Implement financial policies and procedures by Reviewing Financial documents ensuring same is strictly applied.
• Verifies over 10 cashbooks from 5 field offices and performing both cash and bank reconciliations before entry into SUN system
• Monthly verification of field office transaction and follow up on outstanding Advances and issues
• Assist in ensuring that all documents are properly labelled and file in accordance with IRC Procurement Policy.
• Monthly verification of cash count submitted from field to ensure cashbook balances matches with Cash count.
• Ensure timely submission of cashbooks by field offices
• Review all Monrovia Financial transaction at the end of each month to make sure that all documentations are file accordingly and also checked for Errors in cashbooks
• Verify procurement documents for completeness, accuracy and compliance with IRC policy. Preparation of Balance Sheet for review
• Preparation of Moth end Package ( FM01 )
• Validate Cash Projection for each month and make sure that the projected amount is corresponding with the BVA and are funding available.
• Ensure an adequate cash balance is available for Country office.
• Follow-up on feedback from Field office Finance
• Ensure that bank Reconciliation is done for all field offices and for the entire country program. Request for bank statements at the end of each month.
• Verify all field office Reconciliation and ensure it balance with the cash book
• Ensured that all Bank and Cash accounts are always reconciled
• Establish contacts with Field Finance Officers including the performance of verification of supporting documents through field visits on quarterly basis.
• Ensure that Field offices are replenished by transferring of Funds on a timely basis.
• Facilitate Grant Audits and verifications/liquidations of documents at the end of each grant. Arrange liquidation paperwork for local donors UNHCR and MOH etc.
• Ensure all statutory deductions are made & Do Documentation for Taxes accurate and on a timely basis
• NASSCORP payments have been done regularly and because of that IRC have gotten a plus from NASSCORP any time they come for audit
• Manage cordial relationship banks, Auditors and other external actors.
• All Bank Statements are received on a timely basis

• Organized budget documentation and tracked expenses to maintain tight business controls.
• Organized and reported on financial information to document payment histories and assist with sound financial accounting.
• Input financial data and produced reports using [Software].
• Managed office inventory and ordered new supplies when items were running low.
• Acting as the Cash Safe custodian, daily processing of approved cash and check payments
• Daily filing of financial documents and monthly labelling of all Finance files. This should be sequentially done for easier reference.
• Ensure that all payments are made both in office and in the field within twenty four hours after approval are obtained from the delegated signatories.
• Do Cash Count every Friday and at the end of the Month
• Replenish petty cash in office
• Undertake bank reconciliation at the 6th of every month
• Summit Financial report at the end of the month

• Proven ability to develop and implement creative solutions to complex problems.
• Worked well in a team setting, providing support and guidance.
• Managed time efficiently in order to complete all tasks within deadlines.
• Participated in team projects, demonstrating an ability to work collaboratively and effectively.
• Responsible for managing all aspects of day to day operations of accounting and finance department for the emergency program
• Prepare monthly and accurate consolidated cash projection for all emergency programs at the Karnplay field office and travel to bank weekly (Ganta) to meet weekly cash needs
• Submit expenditure worksheets to the finance head office on or before 2nd of every subsequent month
• Review all POs and PRs for proper coding and budget adequacy before approval
• Set up and oversee petty cash system for Karnplay office
• Review all payment documents for proper and adequate back up and review expenditure worksheets for accuracy and completeness
• Liaison with Logistics, Administration and programs, prepare commitment lists every month for financial obligations already entered into but not captured in financial reports.
• Provide other finance and budget support to program staff as required, including preparation and review of emergency program budgets
• Prepare payroll information for emergency staff
• Submit Payroll the 15 of every month to Country office
• Make salary payments to emergency program and operations staff
• Ensure that all outstanding personnel advances are liquidated

• Established and enforced controls on revenue and expenses to protect company assets.
• Collaborated with team leaders to define standards, policies and procedures to meet company revenue goals.
• Improved resource utilization with data management systems, reducing costs through strategic coordination and contract analysis.
• Prepared monthly reconciliation of bank accounts and took corrective actions on deviations.
• Provide input in the development of business plans, strategies, and plans of actions
• Provide leadership on the implementations of the company capitalization strategies
• Do entries in Cash and bank book on a daily basis
• Monitor and ensure strict compliance to administrative standard rules and regulation
• Assist in the management of human resource related matters
• Assist in the recruitment process of new staff
• Prepare pay slips and ensure payment of salaries
• Oversee the inventory of all the office assets & Manage petty cash
• Assume all clerical and Secretarial functions (typing, minute taking filing, etc
• Ensure strict Compliance with financial and administrative system

• Managed office inventory and ordered new supplies when items were running low.
• Reported financial data and updated financial records in ledgers and journals.
• Organized and reported on financial information to document payment histories and assist with sound financial accounting.
• Organized budget documentation and tracked expenses to maintain tight business controls.
• Preparation of Job description for employees
• Over sees the day to day affairs of the Executive Director Office
• Review the Monthly Reports (including Deposit that were made for Monrovia Clinics)
• Assist in Data entry of Monrovia Clinic Monthly financial reports
• Monitor and analyses Monrovia Clinic Expenditure
• Posting of items in and out (utilizing stock book)
• Assist in procurement of materials Record and analyses Mileage meter for vehicle
• Ensure that all cash are collected and properly accounted for on a daily basis.
• Ensure that cash are deposited each day into the institutional account
• Serves as account clerk, work along with the Finance Department to record day to day transactions in to Quick books