Finance Senior officer
Finance Senior officer
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Job Description
The Global Antibiotic Research and Development Partnership (GARDP) is a notforprofit research and development (R&D) organization accelerating the development of new and improved treatments for drugresistant infections. GARDP works with partners to ensure sustainable access to treatments promoting responsible use and affordability to all in need.
We aim to develop five new treatments by 2025 to fight drugresistant infections focusing on sexually transmitted infections sepsis in newborns and infections in hospitalized adults and children. GARDP is funded by the governments of Germany Japan Luxembourg Monaco Netherlands South Africa Switzerland United Kingdom Canada as well as M decins Sans Fronti res and private foundations.
Initiated by the World Health Organization (WHO) and Drugs for Neglected Diseases initiative (DNDi) GARDP is essential to delivering on the Global Action Plan on Antimicrobial Resistance.
GARDPs mission is to bring together the public and private sectors to develop new treatments for bacterial infections. We ensure responsible and sustainable access addressing the public health impact of antibiotic resistance.
Description
Overall Purpose:
- The Senior Finance Officer will be a key person responsible for Accounts Payables for all of the GARDP Foundation. The SFO will ensure that daily finance and accounting activities are maintained with a highquality standard and that invoices are registered in the ERP system and paid on a timely basis. The SFO will contribute to the closing of accounts and preparation of the annual statutory and donor audits. The SFO will also assist with other tasks such as the preparation of bank reconciliations and other accounting activities as the need may arise.
- Contribution
This role provides specialist services to operational line or project team working within tried and tested policy process or practice. This role solves nonroutine problems on a case by case/project basis reflecting complete understanding of the projects programs and GARDP environment.
- Scope of Work (Results)
The services provided affect performance of systems process or teams.
Tasks and Responsibilities (job specific to be completed by manager)
- Support to Geneva Office (80100%):
- Accounts Payable (Invoices)
- Receive and verify invoices: bank details on the invoice in accordance with the contractual bank details existence of a contract in line with the budget ensure that it reflects the contractual terms and schedules and the payment progress and request removal of VAT for Swiss based vendors and suppliers
- Register the invoices in Business Central on a daily basis with the posting date (date of service) and the payment due date GL account(s) description following the Who/What/Where/When rule project code.
- Assign electronically approvers for the validation of the invoices according to the Signature Policy. Send to the correct budget managers or/and holders for validation of invoice and project codes. Follow up on invoices pending approval and ensures invoices are returned promptly duly signed according to the signature policy
- Followup on invoices put on hold by the budget managers or/and holders
- Creation of the vendors regular review and maintenance of the vendor database following ICM rules
- Perform checks at least annually that the same vendor is not registered more than once in the database
- Check for any inconsistencies in the vendor posting groups
- Payments
- Preparing Payment files based on invoices in Business Central
- Importing Payment files into UBS ebanking preparing manual payments in UBS ebanking
- Responding to adhoc requests from employees and suppliers related to payments
- Sending confirmation of payments upon request
- Following up and investigating with the bank if payments are returned
- Checking the execution of payments in UBS and validating payments in Business Central
- Expense Claims
- Checks that travel requests have been properly completed and approved;
- Checks that expenses claims have been properly completed ie. allocation (per project) correctly done verification of the expenses against receipts and aligned with travel policy amounts checked purpose and days of the travel are correct;
- Ensure the travel policy is understood and well implemented. Signature policy respected.
- Credit Card (CC) management
- Collects and controls monthly supporting documents (receipts orders) related to CC expenditure;
- Ensure credit cards expenses are GARDPs related and report any case of fraud / identify any personal expenses
- Books on a monthly basis the CC transactions in Business Central; Inform Accounting Manager once done.
- Follows up for expected refunds on credit card.
- Investigates in case of suspicion of fraud and liaises with the bank to claim unidentified expenses;
- Explains credit card reporting to new cardholders;
- Additional /specific/projects responsibilities (Adhoc support such as but not limited to)
- Booking of other entries (ODs) in Business Central upon request from finance team
- Support with the interim and end of year closing audit such as respond to auditors requests support in the preparation of the audit (e.g. reconciliation of accounts) as per closing schedule
- Support with the IATI data reporting report and upload on the website via Aidstream
- Support with other financial requests from line manager
- Descartes Visual compliance software bimonthly process
- May supervise the work of levels 1 and 2 or train or brief colleagues in the area of specialization. Specialist or lead worker
- Active participation in digitalization and other IST projects related to finance
- SFO may be involved in other tasks or projects when needed (e.g. implementation of various IT tools support in the update of the ICS) such as Fixed Assets module Expense Reporting module (testing implementation and training phases)
- Actively participate in all accounting IST and Business Central developments
Reporting line
- SFO reports to the Accounting Manager (Geneva)
Interactions
- S/he works with all GARDP teams and units in all departments
- Works with Internal stakeholders: global team notably Research & Development Advocacy & Communication Fundraising and Regional Offices (RO) colleagues; and External stakeholders (suppliers)
- Collaborators counterparts and service providers are mainly in the functional area in and outside GARDP to get information guidance and feedback or to enlist cooperation.
Job Requirements
Skills and Attributes
- Ability to use initiative prioritize multitask and work well under pressure to meet deadlines
- Clear and systematic thinking that demonstrates good judgment and problem solving competencies
- Very Good communication skills in multicultural multilingual environments
- Ability to work effectively as part of a multicultural team
- Well organized and structured
- Very good analytical skills
- Ability to contribute to the project delivery under minimum supervision
- Ability to manage middle sized projects with budget management under supervision
- Provide specialist services to operational line or project team
- Ability to solve nonroutine problems on a case by case/project basis
- Has certain autonomy for taking actions and decisions
- Ability to interact with external stakeholders
- Ability to be the focal point/manager for consultants
- Ability to supervise at a smaller level
Experience:
- Minimum 6 years relevant experience in which at least 3 years at Officer level or equivalent
- Proven ability to work effectively in a team environment and matrix structure
- Experience of working in public and private sector is highly desirable
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Employment Type
Full Time
