Finance Assistant (service contract)

Overall Role:
Reporting to the Head of Project and receiving work assignments from the Expert(s) Financial Administration and Finance Officer(s) in Gaziantep. The Finance Assistant is responsible for the following tasks:

• Conducting monthly visits to partner organizations, check the quality of their documents, support the partners in preparing monthly financial reports
• Ensuring the cash management by being responsible of all cash-boxes: guarantee that the money is disbursed and/or the advances given according to the rules, and from the right cash-box and allocated to the relevant project(s)
• Regular cash reconciliation (ensuring that physical cash balances are matching cashbook records)
• Doing the follow-up of the advances given
• Informing on a regular basis if there are enough funds in the cash-boxes for all projects
• Guaranteeing that the exchange of currency is done properly and from a reliable exchange office
• Checking the vouchers and the relevant supportive documents (quality, authenticity, reliability, accuracy and fairness)
• Participating, if needed, to the major payments which have to be done in the field
• Collecting the relevant supportive documents in regards to the expenses/ purchases/ payments done in the field
• Daily register of vouchers in the accounting software and prepare vouchers for booking
• Ensuring due payments for all items and services (after approval) and advances
• Guaranteeing the respect of Welthungerhilfe’s financial guidelines and procedures
• Ensuring that Lebanese Accounting Rules are met with each voucher/ transaction done by the Finance Assistant
• Routinely working with and being responsible for the original payment and related supporting documents entrusted to him/her: collect, check for compliance, process and file according to instructions, maintain confidentiality about content of the documents
• Assisting in other aspects of financial administration
  • Providing necessary data to monitor the cash-flow situation and plan the project’s/programme’s annual/monthly finances
  • Assisting in monitoring expenditures/costs with regard to the budget
  • Preparing the necessary documentation for banking transactions
  • Assisting in preparing and controlling vouchers of the project/programme
  • Bill private telephone, vehicle use etc.
  • Providing necessary documents and reports for internal control
• Scaning Vouchers for all projects and be responsible for filing electronic scan files and the overall organization and maintenance of the scan archive
• Supporting the preparation of monthly accounting reports and accounting files for projects assigned by Head of Finance
• Periodically supporting Finance Department with the verification of financial reports and statements, preparing for internal and external audits, field trips and partner visits, and substituting other staff during their absence.

Fulfillment of any other tasks assigned by the management that correspond in general with the nature of this position

Finance Assistant will, at all times, comply with the rules, procedures, and guidelines of Welthungerhilfe and Lebanese accounting standards in his/her work. Contract will be a service contract at the beginning, and the service fee equals WHH salary group 5.