The primary role of the Accounting and Grants Coordinator is to ensure complete and accurate financial data records and proper documentation are maintained by the country office (CO). S/He coordinates the processing of all financial data in the system and application of CARE’s accounting and financial policies and procedures. S/He participates actively in the management of the day-to-day financial operations at CO level by supervising a variety of accounting activities including vendor payments, cash receipts, payroll journal entries, accrual and other adjusting journal entries as well as account reconciliation, support of audit preparation.
The Accounting and Grants Coordinator is responsible for the review of certain transactions in the general ledger, accounts payable, accounts receivable and cash management. Within the general ledger, he/she will review certain GL journal entries such as payroll and spreadsheet uploads from disconnected sub-offices. Within accounts payable, s/he ensures advances are settled timely and substantiated adequately, and s/he reviews transactions such as spreadsheet uploads from disconnected users. Within accounts receivable, s/he ensures that any payments received at the CO are deposited and recorded properly. S/He will participate actively in forecasting CO cash needs and performing treasury transfers.
The Accounting and Grants Coordinator is to be in charge of the awards and sub awards functions for refugee programming inside Turkey. This position is to support the development of donor-specific project budgets and necessary revisions, preparation of accurate and timely monthly financial reports for projects, monitor project expenses against approved budgets, ensure timely submission of financial reports to program managers and donors, ensure consistency of sub-grant budgets with donor-approved grant budgets and review all supporting documents relating to sub-grants advances. The position will also be involved in the process of drafting, reviewing and modifying of sub-grant agreements and overall management of sub awards.
The position will ensure the effective maintenance of all central grants and contracts’ files
This position supervises a team of 2 accountants/finance officers in the CO.
The Accounting and Grants Coordinator profile includes: very strong accounting and finance knowledge, analytical skills, attention to details, ability to work effectively under time pressure, strong business partnering skills team player, proactive individual with ability to offer structured guidance, ability to ensure that the right priorities are set for the accounting team.
Job Responsibility #1: Team supervision and capacity building 10%
With support from the Accounting and grants manager, the Accounting and Grants Coordinator ensures the coordination and capacity building of accounting team. Major activities include:
- Supervise, direct and review the work of the accounting staff (including, but not limited to, account reconciliations, payroll, accounts payable transactions, etc.) and ensure appropriate segregation of duties within team
- Provide training to new and existing staff as needed
- With the support from the Accounting and grants manager, handle staff performance and other personnel issues
- Work with each direct report and Accounting and grants manager to establish goals and objectives for each year and monitor and advise on the progress to enhance the professional development of staff
- Support the Accounting and grants manager with any special projects and finance workflow process improvements
Responsibility #2: Processing of Payrolls/Benefits/Taxes 15%
- Reviews monthly local staff payroll register prepared by HR unit, validates all information and ensures accuracy of all calculations including the local taxes
- Works with the finance/tax consultant to provide with all required information needed for any kind of local statutory reporting and payment of SGK and Stopaj taxes
- Ensures timely and accurate payment processing of Payroll based SGK taxes and reconciles with the system data considering all additional tax discounts and exemptions
- Ensures the accuracy of benefit accruals (severance, 13th salary, VL) and are in compliance with CARE policy and local laws. Maintains offline trackers for all accrued benefits and reconciles with the system data on a monthly basis to keep the correct liabilities in the financial statements
- Ensures that staff salary payments are processed timely and payroll clearance account is fully reconciled and cleaned
- Ensures that local staff payroll and all associated entries are booked timely and accurately
- Maintains payroll files in accordance to local laws and to meet CARE’s financial policies.
- Reviews the Payroll file for international staff including VL accruals and supervises the processing of that
- Supervises the IRR and 1099 reporting for HQ USA
- Ensure that the staff monthly payrolls are charged according to the approved monthly PAR
Responsibility #3: Data Processing and Accounting Systems Implementation 25%
The Accounting and Grants Coordinator is responsible for the day-to-day implementation of all accounting systems and processes in place in the CO. S/He ensures accounting transactions are documented adequately and recorded in the system in a timely manner. These include but are not limited to the following:
- General Ledger: ensure all payroll transactions, accruals and other adjusting entries are processed timely and posted in the system; upload spreadsheet journals are prepared and processed correctly.
- Accounts Payable: ensure cash disbursements and advances settlements are processed timely using the appropriate vouchers; ensure that all PO based, and non-PO based payments are processed. voucher upload spreadsheets are prepared and processed correctly.
- Accounts Receivable: ensure that all deposits are booked timely and accounting entries are created properly.
- Cash Management and Treasury: ensure cash requests and settlements are properly recorded in the system; ensure that all cash management module entries are booked and posted timely; ensure bank statements are transmitted to SSC monthly for booking the bank fees and processing the bank reconciliations; review bank reconciliation performed by SSC.
- Assets Management: ensure assets accounting and depreciation reports are reviewed prior to period closing; manage the assets maintenance and retirements in the system and reconcile any inventory difference with the system.
- Sub-office and disconnected user data: ensure all data submitted by disconnected users are reviewed, properly documented and processed in the system.
Responsibility #4: Period Closing, financial statements analysis and Financial Reporting 10%
The Accounting and Grants Coordinator plays a critical role in the period closing process. Some key activities assigned to this position include:
- Participate actively in the management of the period closing process by using the closing checklist or other appropriate tools to ensure all required activities are completed accurately and timely
- Monitor unposted vouchers, unposted journals, unposted items under AR or Treasury modules and follow up with budget holders or approvers to ensure all transactions are processed before closing the period
- Perform account quality controls prior to period closing, to include: accounts reconciliation (e.g. payroll recon, sub-office reports review, sub-ledger recon, etc.); review of accounts fluctuation to identify and address any unusual movements; generate and review reports to ensure accounting entries are properly created (e.g. asset depreciation) etc.;
- Ensures that all suspense accounts related to the Payrolls and people soft costs allocations are cleared timely
Job Responsibility #5: Treasury, Receivables, Cash Flow Management and Banking 10%
The Accounting and Grants Coordinator provides crucial support to the Accounting and Grants Manager (or equivalent position) in managing the CO day-to-day financial operations, to include treasury functions, cash transfers and other cash activities. Key activities include
- Coordinate banking operations and maintain liaison with CO bankers as delegated by the Finance Director
- Ensures bank transfers (foreign and local) are done in a timely manner and meet the financial obligations of the country office, including request of funds from HQ.
- Follow up and coordinate with the field offices regarding the monthly cash flow and needs
- Supervise the submission of the bank statements to the Shared Service Center (SSC) and ensure receipt of complete and accurate bank reconciliation from the SSC. Ensure that the monthly final bank reconciliations received from SSC are checked/verified to ensure accuracy of the information. Initiates corrective actions as necessary.
- Ensure the implementation of the CO local SoPs regarding the cash disbursements
- Supervise the collection of contractual and miscellaneous receivables;
- Supervises maintenance and adequate control of Safety Cash
- Responsible for all intra –Intercompany accounts / cross charging/ reconciliation between CARE Turkey and other CARE International Members. ensures that all ICBs are paid or collected timely
Responsibility # 6: Compliance, Audit coordination, and other special assignment 10%
- Review and verification of all CARE financial transactions to ensure compliance with CARE and Donor procurement and accounting procedures
- Ensure that all expenditures are justified and substantiated adequately prior to processing the entries in the system and the payments
- Support the Accounting and grants manager in management of all types of Audits – internal, external, Donor or local statutory audits which assumes working on sampled transactions, coordination among different units, collection of all needed support documents and required data. Closely collaborates with award and sub award teams while managing the audits
- Conduct the process of asset register reconciliation with the system data
- Ensure timely and accurate reporting for special report of USG funds such as VAT and Fly America act
- Supervises the filing system – electronic and hard file folder to ensure the consistent and organizing filing, archiving and easy accessibility
Responsibility #7: Grants and sub grants – Turkey programs 15%
- Support the budget preparation and modification for submission
- Facilitate implementation of all Donor rules and regulations per IPIA and Donor agreements
- Prepare the expenditure reports for internal control and submission to the Donors
- Support the program team in analysis of the actual expenditures, commitments control and preparation of accurate project forecasts. Alert on red flags in burn rates
- Support program teams in preparation of the documents sub grant /Partnership agreements
- Support program teams in management of documentation for sub grant /Partners/beneficiaries
Responsibility #8: Emergency Response / Staff Security 5%
- Take a lead role in facilitating timely, quality administrative support function delivery in the time of emergency response
- Guides and supports management on staff security concerns
- Promote a safe and secure work environment; foster a safety and security culture; and ensure consistent application of, and compliance with, CARE Turkey safety and security policies and procedures.
- Bachelor’s degree in Accounting or Finance or equivalent combination of education and experience.
- MBA/Financial Management or CPA
- At least 5 years of accounting experience.
- Experience in budgeting and budget Monitoring
- Extensive experience in analyzing and applying differing requirements and regulations.
- Three years of experience working for NGOs or similar not-for-profit organizations.
- Prior experience in supervising the work of other staff members
- Excellent understanding of fund accounting principles and processes.
- Good written and oral communication skills in English and Turkish
- Good computer skills in MS Word, Excel spreadsheets, internet and database software programs relating to accounting.
- Knowledge of PeopleSoft
Child Protection Policy
Child abuse in all forms is unacceptable to CARE Turkey, which recognizes its responsibility to protect children from harm in all areas of its work. CARE Turkey is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
Discrimination, Abuse and Harassment Policy
CARE Turkey expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. CARE employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside CARE.
Employment is subject to the possession of valid identification documents (passport, residency card, temporary protection card, etc.) and successfully obtaining permission to work by the Government of Turkey (work permit). CARE will submit the work permit application on behalf of the selected candidate after the job offer accepted. Candidate can start to work for CARE only after the work permit is received. Failure to provide the required documents or rejection of a work permit application by the Government of Turkey will result in your employment offer being rescinded.
HOW TO APPLY:
Interested candidates, please attach a Curriculum Vitae in English and a Cover letter (in a separate file of no more than one A4 page) describing how your skills and experience match the requirements of this post, following to provided link when you click on the apply button.
Applications in languages other than English will not be reviewed.
Only short-listed candidates will be contacted
** CARE International is an Equal Opportunity Employer **
** Female candidates are encouraged to apply! **