Finance Assistant

RESUME OF RESPONSIBILITIES The assistant is responsible for the proper keeping of mission accounting. The assistant financier participates in the financial management of the mission by being involved in, among others, the budget process and the management of institutional financing contracts.   Managing the financial team. -           Supervising the work of the cashier, of the accountant (if there is one) and the field financiers (organization, training, checking the cashbox once a week, visiting the projects). -           Participates in the training of national and expatriate staff responsible for financing in the projects: admin/fin, log/admin/fin, project coordinators. -          Participates in the briefing and debriefing of expatriates. -          Gives support to the field teams in terms of financial management. -         Organizes the handover when he/she is out of the capital.   Accounting -          Is responsible for the processing of SAGA peripheral accounting (projects and capital): -          Checks and validates the accounting of all SAGA peripheral accounts, -          by checking the quality of the accounting allocations, -          by checking the conformity of all the invoices and other vouchers and by ensuring they are approved. -          Under responsibility of the financial coordinator, analyses the problems of cashbox discrepancies and gives technical help towards finding a solution. -          Gives feedback to those in charge of accounting on closure of accounts (balance, errors, ...). -           Is responsible for the posting in bank books and the corresponding ODs. -          Is responsible for the daily keeping of the Bank/OD book and encodes there all accounting transactions. -          Prepares the documents necessary for bank payments: salaries, suppliers, rents, social security,... -          Carries out bank reconciliations. -           Is responsible for the mission accounting: -          Is responsible for the correct posting of all the salaries in the whole mission. -          Is responsible for the follow-up of internal transfers and advances in the mission. -          Carries out invoice splits for international and local freight invoices. -          Is responsible for the management of the expenses of other missions/sections. -          Prepares the OP (payment order) documents for sending to headquarters. -          Validates and allocates headquarters invoices. -          Encodes the simulations. -          Encodes the SAGA HR module. -          Is responsible for the closure of accounts, by the 20th of the following month. -          Carries out the stages of the monthly closure (matching, exchange rates, preparation of recharging documents...). -           Is responsible for follow up of advances: -          Follows the movement of all advances and ensures they are repaid as quickly as possible. -          Follows up the reimbursement of certain types of expenses (for example, private phone calls). -           Is responsible for the filing of accounting documents. -          Checks that all vouchers are labelled and filed according to the rules and procedures. -          Organizes the financial documents and their annexes (PO/PU/PL, ...). -          Is responsible for archiving the financial documents of the mission.   Management of cash -          Manages the coordination cashboxes (follow-up of advances and keeping the advance books, physical and reconciliation inventories,…). -          Makes sure the purchasing procedures are respected (systematic use of purchase orders signed by authorized persons). -          Organization of the payment system for suppliers (follow-up of rental contracts, etc.). -          Payment of advances on salary, of salaries and taxes according to the pay slip duly validated by the financial coordinator. -          Payment of the per diems and security resource envelopes according to the set rules. -          Ensures that the security resource envelopes are given back and that the various debts are reimbursed before the departure of the expatriate staff. -          He/she ensures the follow-up of the bank accounts, and particularly daily follows balances and warns the financial coordinator as soon as a transfer becomes necessary.     financing contracts and financial reports -           Carries out the follow-up of certain financing contracts in collaboration with the financial coordinator. -           Participates in the drafting of the financial report with the financial coordinator. -           Makes the correction entries, if required. -           Prepares and files the vouchers.   Budgetary process -          Contributes to the drawing up and follow-up of budgets by helping to gather information (notably on local purchases). Follows the volumes of local expenses daily (operating expenses and other regular expenses) and reports them to the financial coordinator.