Primary role
The Finance department is responsible for budgeting, planning, organising, controlling, accounting, auditing and reporting of financial transactions for the Program. The Department utilizes an automated financial management system (Microsoft Dynamics NAV). This is a fully integrated Enterprise Resource Planning system that generates real time financial reports for funders.
Department responsibilities
Spearheading the generation of Program budgets both Quarterly and annual Donor budgets and also assisting in budget monitoring to ensure Donor compliance and appropriate use of Funds
Setting up new internal controls where need arises and also ensuring that the existing Internal Controls are adhered to at all times as stipulated in the Program’s Finance Manual
Authorizing all Transactions to ensure availability of funds at an early stage
Maintaining and regularly updating the Program’s Fixed Assets Register
Processing of payments to various stakeholders including operational advances to staff to ensure timely implementation of Program activities
Verifying accountabilities for Funds advanced to staff to ensure completeness and accuracy as well as compliance to Donor guidelines
Working hand in hand with the Human Resources Manager to ensure that staff salaries are paid on time
Posting financial transactions and generating financial reports needed by Management for planning purposes as well as submitting these Reports to Donors in a timely manner
Facilitating both Internal and External Audits
Advising Program Management on financial matters where need arises
Ensuring timely submission of statutory deductions (PAYE, NSSF and Local Service Tax (LST)
Financial Manual
In order to ensure efficiency and effectiveness, the Program has a Finance manual in place which guides all financial transactions that are effected from time to time in addition to Donor guidelines and financial standards. Program Financial transactions are annually audited by reputable Audit Firms in the country. Firms that have audited the Program’s books previously include Deloite and Touché, Ernst and Young and KPMG.
Vast Accountability Experience
The Department has got vast experience in managing funds from multiple funders. The Program received funding from USAID, European and Developing Clinical Trials Partnership (EDCTP), FHI 360, Jansen and Jansen, Wellcome Trust, Canadian Africa Prevention Trials Network (CAPT), University of Toronto, Griffith University, and the University of Antwerp among others.
