ELLEN MACHAO

• Verified, stamped, and annotated invoices to ensure compliance with internal procedures, validated proper quality checks, and ensured accurate assignment of account codes to prevent misclassification.
• Developed and enforced internal controls for processing one-off payments to service providers and non-payroll/non-DSA payments to staff, ensuring timely and error-free manual or electronic processing.
• Conducted detailed monthly creditors’ reconciliations and prepared comprehensive creditors’ status reports, ensuring alignment with outstanding commitments verified by the Accounts unit.
• Liaised with suppliers to provide timely feedback on outstanding invoices, promoting transparency and maintaining strong relationships.
• Prepared accurate payment instructions, facilitated approval processes with authorizing officers, and ensured that proof of payments was promptly sent to both suppliers and internal stakeholders.
• Maintained payment-related documentation in a secure, organized filing system for easy retrieval and ensured compliance with organizational requirements.

• Organized and maintained all VAT submission records to ensure accurate and complete filing for internal audits and compliance checks.
• Conducted thorough reconciliations of VAT records to identify and address gaps, ensuring the completeness and accuracy of submission data.
• Provided advisory support to staff and project management on VAT submission requirements, fostering compliance and understanding of regulatory obligations.
• Consolidated detailed VAT submission information from the Botswana Unified Revenue Service (BURS) and the Ministry of Foreign Affairs to facilitate timely processing.
• Conducted quality checks on VAT submission documentation and resolved issues before final submission to ensure adherence to requirements.
• Coordinated and ensured the timely submission of VAT returns to the Ministry of Foreign Affairs, preventing delays and ensuring organizational compliance.
• Monitored and reconciled VAT refunds received against expected amounts, promptly addressing discrepancies and managing rejections.
• Maintained a 100% VAT refund rate for Quarter 1, Quarter 2, and Quarter 3 of the 2023/24 Financial Year by implementing strict follow-ups and process optimizations.

Ensured compliance with project criteria by preparing payments in USD, EURO, and BWP.

• Processed payroll to allocate salaries according to established project guidelines.
• Conducted detailed reviews of purchase requisitions for budgetary control and organizational alignment.
• Reviewed and processed Travel Authorizations, Daily Subsistence Allowance advances, and Travel Expense Claims settlements.
• Coordinated VAT refund submissions for project staff, ensuring adherence to regulatory requirements.

• Facilitated comprehensive program budget planning, aligning financial activities with project objectives.
• Managed financial operations and expenditure forecasts, ensuring compliance with GIZ financial policies.
• Monitored financial commitments, expedited purchase orders, and ensured timely service delivery.
• Conducted expense analysis to identify anomalies and recommend corrective actions.
• Analyzed service providers’ accounts, recovering amounts per GIZ’s cost recovery policy.
• Prepared finance records for audits, implementing recommendations that strengthened internal controls.
• Coordinated VAT refund submissions, achieving an improved refund rate for project staff.
• Supported procurement processes for high-value items by liaising with GIZ Country Office.

Increased VAT refund rates from 30% to over 90% through streamlined submission processes.

• Developed comprehensive VAT submission checklist to assist staff with accurate claims preparation.
• Conducted thorough reconciliation of VAT records, addressing discrepancies and ensuring completeness.
• Organized sensitization meetings that improved staff understanding of VAT policies.
• Interpreted HR policies and advised employees to ensure compliance and clarity.
• Documented recruitment processes while maintaining accurate records and reports.
• Analyzed HR functions to identify inefficiencies and proposed actionable improvements.
• Coordinated residence and work permit applications, ensuring adherence to regulations.

• Reviewed procurement submissions to ensure quality assurance and communicated adjudication decisions to stakeholders promptly.
• Conducted market research to identify potential suppliers and secure competitive bids.
• Executed regular audits of contracts and purchase orders, comparing them against actual usage data across multiple departments.

• Processed terminal benefits and resolved employee grievances to improve operational efficiency.
• Facilitated expatriate accommodations, ensuring compliance with organizational policies.
• Managed office filing systems for accurate document storage and retrieval.
• Updated and cleared high volume of files daily, maintaining high accuracy standards.