Vacancy: FINANCE & SUPPORT SERVICES OFFICER

Company Profile

Water & Sanitation for the Urban Poor (WSUP) is a not-for-profit company that helps transform cities to benefit the millions who lack access to water and sanitation.

We were created in 2005 as a response to the unprecedented urban explosion that has left cities unable to provide basic services, such as access to a toilet or drinking water, to low-income communities. We work in seven countries in sub-Saharan Africa and Asia, supported by an office in the UK. Since inception we have helped over 29 million people access improved water, sanitation and hygiene services.

In Ghana, WSUP has implemented programs in Kumasi, Sunyani, Accra and Tamale, as well as multiple adjacent peri-urban areas. For more information on WSUP's vision and approach, see www.wsup.com.

Job Description

• Department: Programmes


• Place of work: Accra, Ghana


• Duration: Permanent/ full time


• Grade: 9


• Salary: GHS 82,963 – GHS 88,369, plus transport allowance, medical cover, life insurance


• Reports to: Country Manager

About the role

WSUP is seeking a motivated self-starter to perform an exciting and varied role to support our Ghana Programme. Reporting directly to the Country Manager (CM), the Finance & Support Services Officer will provide finance support and efficient back office functions, such as HR, IT and facilities management, reviewing and improving local processes to ensure these are consistent and in line with WSUP’s global standards, and compliant with Ghana legal requirements.

Overall purpose

The Finance & Support Services Officer will work with the Country Manager to ensure effective management and efficient delivery of the WSUP country programme in Ghana. The role will be responsible for financial administration, providing up to date financial information and budget management, helping the CM ensure financial resources are utilised as efficiently as possible. The Officer will also be responsible for the back office functions for our small and agile team in Ghana, providing facilities management, human resource management, IT, health, safety & security, compliance and other support services to the Ghana Country team.

Working closely with the Finance and Support Services functions in the Secretariat in London, the Finance & Support Services Officer will support activities related to the ongoing organisational change management programme to build WSUP’s capacity to deliver our ambitious 2020 – 2025 Business Plan goals. At both local and international level, the role will establish strong relationships with staff to encourage open communication, feedback, and discussion that promotes staff welfare and efficient working.

The Finance & Support Services Officer will report to the CM, with a responsibility to inform and consult with the UK-based Secretariat.

Main responsibilities & tasks

Accounting

• Process all disbursements relating to the programme office including proper authorisation by the budget manager according to WSUP’s Delegation of Authority, proper coding according to the WSUP code lists, data-capture onto the accounting system and payments to suppliers by due dates


• Promptly calculate and process payments for all local taxes and record according to WSUP procedures


• Process petty cash, cash advance and staff expense claim requests promptly and according to WSUP procedures


• Reconcile petty cash; cash advances and credit card balances and ensure all documents are saved in the correct folders


• Post cash payments and expenses into SUN (training will be provided)


• Post journals relating to credit card transactions and reconcile the Credit Card account − Process new suppliers in line with WSUP processes and procedures.


• Process invoices through IPOS for payment, liaising with the Secretariat Finance Officer throughout the process


• Monitoring, coordinating, and checking all contracts and ensure that their execution is in line with the agreed contracts


• Set up all payments on the ABSA online Bank Account for payment − Prepare the monthly balance sheet and other reconciliations


• Process the monthly payroll, ensuring that any salary changes or deductions have been applied correctly


• Maintain an up-to-date asset register for all assets and liabilities held >GBP1,000, computer & office equipment and vehicles, and ensure appropriate management of vehicles


• Maintaining a good relationship with the bank ensuring all relevant documentation is received by WSUP and all the personnel changes are reflected in bank mandates 

Balance sheet & control accounts reconciliations

• Monthly reconciliation of bank accounts according to the monthly timetable deadlines. − Monthly reconciliation of Petty Cash Accounts according to the monthly timetable deadlines.


• Monthly reconciliation of supplier accounts according to the monthly timetable deadlines.


• Monthly reconciliation of all other balance sheet accounts such as debtors, creditors, etc, resolving any issues according to the monthly timetable deadlines.


• Monthly reconcile withholding tax (WHT) account and ensuring that payments are made promptly to relevant tax authorities, with relevant supporting documentation


• Deal with all bank-related payment queries such as returned payments − Reconciling retention balances periodically at least once every quarter.

Project Reporting

• Prepare project budgets and check those budgets for accuracy and logic − Draft financial reports for funders as required by the CM or the Secretariat − Produce internal financial reports as required by the CM


• Assist the Country Manager and the Funding Team with the preparation of funding applications to both local and international agencies

Human Resource Management

• Responsible for managing the employee life cycle, from recruitment and onboarding, to the leaver process


• Develop and coach managers so that they confidently and consistently encourage performance and address underperformance as well as support them with routine Employee Relations cases including capability, disciplinary and grievance issues, and absence management


• Ensure consistency of approach in line with WSUP’s standards and processes


• Work with global HR colleagues on supporting organisational development, including increased emphasis on learning to support achievement of our internal strategic goals


• Ensure all staff are aware of their duty of care responsibilities relating to children, young people and vulnerable adults; support partners and line managed staff to safeguard children, young people and vulnerable adults to protect them from abuse and themselves from false allegations

Support Services

• Deliver professional and productive work environments for the Ghana team across all locations


• Ensure all legal registrations and other requirements are in place for all offices


• Responsible for facility, maintenance and H&S issues, liaising with building management or third-party providers when necessary


• Account manage all 3rd party office suppliers such as cleaners, IT support, contractors to ensure a consistent level of service in line with Service Level Agreements


• Support staff with logistics for internal and external events where necessary, such as arranging venues or catering


• Act as the ‘IT Champion’ for Ghana, taking on a ‘train the trainer’ role whereby you are able  to  provide training  and  support for  colleagues  in  country  on organisational platforms such as ShareFile and Podio, with support from the Support Services team


• Work with the IT Assistant in the Secretariat to facilitate the team’s use of organisational platforms in a safe and secure manner

Compliance

• Maintain local and national Health, Safety & Security procedure, reviewing and updating when relevant including carrying out risk assessments on a regular basis and responding to any corrective action


• Keep up-to date with Ghana employment law and inform HR team in Secretariat if any changes affecting the organisation arises, taking pro-active steps to incorporate any changes in law into WSUP documents/policies.


• Maintain employee records according to policy and legal requirements

Required Skills or Experience