Accounting Officer, AP Lead

TITLE: Accounting Officer, AP Lead

SUPERVISOR: Head of Finance

LOCATION: Remote, Global

Humentum is a global nonprofit organization that strengthens humanitarian and development organizations and advocates for data-driven policies and standards to benefit the entire sector. We work directly with organizations by building community through our online networking platform and events; advancing individual and organizational capability through online training and content; and providing solutions to organization-wide problems through our consultancy service. Join the leading global nonprofit working with humanitarian and development organizations to improve how they operate.

Position Overview

The Accounting Officer(AP lead) supports the Head of Finance in managing the accounting operations for Humentum, taking a lead for Accounts Payable for the organization. The Accounting Officer ensures the accounts payable function operates professionally and efficiently with all processes in line with the organizations policies and procedures. The Accounting Officer will ensure invoices are matched to Purchase Orders, posted to the accounts payable software, sent for authorization and manage weekly payment runs. They will be responsible for posting payments from the UK and US bank accounts in the accounting system. They will support the Head of Finance with month end processes, reconciliations and cover for tasks when required. This position reports to the Head of Finance and works closely with the finance team who are all based in the UK.

Core Competencies

The core competencies for this role include:

Management of Effective Financial Controls and Operations

This person should have knowledge and experience of working in a finance department in a global organization. She or he can understand the financial workflows and controls needed by a small finance team to support operations in different aspects of its work and locations and able to follow them to process transactions. This person will understand how effective financial management and compliance can enhance the operational effectiveness of social sector organizations like Humentum.

Confidence and interest in maximizing benefits from technology

This person will have strong levels of competence, in understanding how rapidly evolving technologies can be used to improve financial management processes. She or he will be able to contribute and willing to trial and adopt emerging technologies which will improve financial processing or compliance with reduced cost and effort.

Judgment and Integrity

She or he is known for her good judgement on issues of doubt related to compliance or ethical behavior. She uses her position as overseer of a wide range of organizational activity and her communication skills to inspire norms around ethical behavior influence which contribute to the overall reputation of Humentum as a highly trusted organization.

Communication

This individual writes and speaks effectively; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind his or her opinions; asks others for their feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions and is proactive in communicating to others.

Driving Results/Energy

Recognized for a high level of energy, passion, drive and commitment, with a sense of urgency and by providing clear guidance on procedures for staff across the organization to follow. This is very much a hands-on role getting into the detail and working with others in the small finance team to meet agreed deadlines.

Key Responsibilities

• Process all invoices received, by checking details, matching with purchase orders (PO) and ensuring approval prior to payment.
• Set up all new suppliers, including addresses, credit terms and bank details from those supplied by suppliers on official documentation. Ensure all supplier/vendor records are kept up to date.
• Perform and document supplier/vendor sanction checks as required and spot checks on bank details through direct calls.
• Posting all invoices, ensuring that they are uploaded correctly from the accounts payable software onto the accounting system once approved.
• Attach scanned copies of invoices and approvals to posting on the accounting system if not attached through the account payable software.
• Check statements from suppliers to ensure completeness of transactions
• Create weekly payment run for approval by the Head of Finance, raising any concerns about cash flow in advance for their attention
• Set up payments for approval by the Global Director, Finance & Administration in the online banking system and send remittances to suppliers once payments are approved.
• Review aging of accounts payable and make sure old items in dispute and credit items are followed through.
• Post Purchase journal entries for realized exchange on payments in the accounting system
• Post the bank transactions from the bank statements or on automated bank feed for receivables in Salesforce or directly into the accounting system as applicable.

• Ensure all staff are trained to use the accounts payable software as appropriate to their role.

• Assist the Head of Finance with month end tasks, reconciliations and meeting the month end close dates

• Prepare the annual submission of US 1099 tax forms, ensuring that Humentum is compliant with current regulations

• Support the Head of Finance to ensure that Humentum Procurement Policy is followed by the organization, procedures are followed and documentation is in place as required. Assist with training of staff on the policy and procedures as required and appropriate for their role.

• Manage and reconcile all approved Purchase Orders (POs)s in the accounts payable system, ensuring POs that expire or are for completed services after matching.

REQUIREMENTS

Qualifications and Desired Experience

• Experience of financial processes, procedures and internal controls.
• Experience of tax regulations, particularly in relation to VAT.
• Experience using various online systems, including Office365 and accounting systems.

Skills and Attributes

• Good planning, time management and organizational skills.
• Good written and communication skills which are adapted for the relevant audience including non-financial staff.
• Ability to work in a fast paced, team environment
• Meticulous attention to detail – demonstrates accuracy and thoroughness, organized, monitors own work to ensure quality.
• Demonstrates Humentum’s values of positive collaboration, openness, mutual support and learning to make a difference in our organization and our work.
• Digitally focused, not afraid to use new software to their advantage.

Compensation

As part of Humentum’s Total Rewards Program, we utilize set salary grades and scales based in USD and GBP to ensure equity in compensation across our global positions. This role is graded as a grade F in our organization – you can review our salary scales and full Salary and Pay Policy on our website.

Job Related Information

This position is a remote, home-based position that works as part of a wider remote, global team. You will need to work independently and as well as part of the team to achieve team-based targets. You must possess both the ability and environment to work virtually: reliable connection to high speed internet, appropriate environment for leading and participating in virtual meetings with enabled video.

Equal Opportunities Statement

Humentum is an equal opportunity employer.