Finance Assistant

Terms of Reference

Job Title:  Finance Assistant
Location: Tyre
Department: Operations
Reports To: Administration and Finance Manager
Position Type: Full-time

The Finance Assistant provides comprehensive support to both the administrative and finance functions of the organization. This role includes assisting with daily office management tasks, maintaining financial records, processing payments, and supporting the preparation of financial reports. The role demands a high level of organization, attention to detail, and the ability to manage multiple responsibilities simultaneously.

Additionally, the Finance Assistant will actively support the Head of Operations, taking on administrative responsibilities to enhance efficiency. The role requires close coordination with the HR department on administrative and payroll-related matters.

Administrative Support:

• Office Management: Coordinate daily office operations and provide general administrative support to the team.
• Document Management: Organize and maintain physical and digital records, ensuring proper filing and easy retrieval of documents.
• Report and Correspondence Preparation: Draft, proofread, and finalize reports, emails, and other official documents.
• Confidentiality: Maintain strict confidentiality of sensitive documents and organizational matters.
• Operations Assistance: Support the Head of Operations by handling administrative tasks, scheduling meetings, and following up on action items.

Financial Support:

• Financial Record-Keeping: Maintain accurate financial records, including accounts payable and receivable.
• Transaction Processing: Process invoices, receipts, and payments, ensuring proper documentation and approvals.
• Petty Cash Management: Track petty cash expenses and ensure proper documentation.
• Reporting & Budgeting: Assist in preparing financial reports, forecasts, and budget tracking.
• Payroll Support: Work with HR to process payroll, ensuring compliance with donor and organizational policies.
• Financial Compliance: Assist in bank reconciliations, credit card statement reviews, and compliance with financial policies.
• Reporting and Budgeting Support: Help track and reconcile expenses against budgets for various projects.

HR & Cross-Departmental Coordination:

• HR Support: Collaborate with the HR department on payroll processing, timesheets, and personnel administrative tasks.
• Recruitment Assistance: Help coordinate recruitment processes by scheduling interviews, collecting applications, and maintaining HR files.
• Training & Meetings: Assist in organizing internal trainings, workshops, and team meetings.
• Audit Preparation: Support internal and external audits by ensuring that financial and administrative documents are well-prepared and accessible.

Education:

• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field; or equivalent work experience.

Experience:

• Prior experience in an administrative or financial role, preferably within a non-profit, NGO, or similar organization.
• Experience with accounting software is desirable.

Skills:

• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and financial management software.
• Good understanding of accounting principles and financial documentation.

Personal Attributes:

• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Discretion and ability to handle confidential information.
• A proactive and positive attitude.

Preferred Qualifications:

• Knowledge of non-profit financial management practices.
• Familiarity with donor and grant management systems.

INITIATE’S ZERO-TOLERANCE POLICIES:

INITIATE upholds the highest standards of ethics and accountability. As part of our unwavering commitment to integrity, transparency, and human rights, we enforce a strict zero-tolerance policy against the following violations.

1. Gender-Based Violence (GBV)

Any form of harassment, exploitation, or abuse based on gender is strictly prohibited within INITIATE. We foster a safe and inclusive workplace where all individuals are treated with dignity and respect. Any violation will result in immediate disciplinary action, up to and including termination.

2. Fraud and Financial Misconduct

Misuse of funds, fraudulent activities, or any form of financial misconduct will not be tolerated. Employees must adhere to the highest levels of transparency, honesty, and accountability in all financial and administrative dealings. Any detected fraud will lead to legal consequences and immediate dismissal.

3. Child Abuse and Child Marriage

INITIATE is deeply committed to child protection. Any form of abuse, neglect, or exploitation of children, including the facilitation or endorsement of child marriage, is a grave violation of our values and legal obligations. Employees must report any suspected cases immediately. Failure to comply will result in severe disciplinary measures and potential legal action.

MANDATORY COMPLIANCE FOR ALL STAFF

By joining INITIATE, every employee, contractor, and affiliate agrees to abide by these policies. Violations will be met with strict penalties, including contract termination and legal prosecution where applicable. We expect all team members to actively uphold and promote these values in every aspect of their work.

Together, we uphold integrity. Together, we safeguard human dignity