Finance/ Admin Officer

Job summary: To provide support to the Finance/Admin Director in all aspects of accounting, financial management, HR Administration and internal audit requirements. Responsibilities: Processes incoming invoices and vouchers, ensuring that these are properly approved, stamped and coded Prepares monthly Cash on Hand and Bank Reconciliations, and Cash transaction journals (CTJ); Communicates with Split Office on same. Ensures that transactions are complete and accurate. Reviews coding on all vouchers for valid account/cost centre/donor combinations; Performs daily cash counts, matching with CTJ and BTJ and communicates accordingly. Assists in the monthly and quarterly VAT reporting. Regularly visits VAT department, NSS department, income tax department for follow-up and updates. Assists in preparation of weekly and monthly cash flow.  Plans and requests cash disbursements. Performs monthly scanning. Files the documentation as prescribed by IMC Policy Assists in Audit schedule preparation. Does random vendor checking – calling vendors and checking quotes Prepares, processes and reviews accounting entries into ACCPAC.  Ensures there is proper supporting documentation for all payments and other accounting entries. Assists the Finance/Admin Director in the preparation of monthly financial reports. Ensures filing of all evaluations, job descriptions, CVs, COS's, etc and are up to date and in accordance with protocol. Ensures stored files in IMC warehouse are listed physically and electronically and kept up to date. Ensures telephone bills are checked, tracked and relevant staff pay for any personal calls made. Regularly visits field sites, Tyre Office, vendors, making field payment whenever necessary. Runs a “Terrorist Check” for all new suppliers in coordination with the Logistics Officer and contractors using all available terrorist lists on the internet at: http://www.bis.doc.gov/ComplianceAndEnforcement/ListsToCheck.htm. This check needs to be included as back up to all payments. Other relevant tasks assigned by the supervisor.   The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.