Finance and Admin Assistant

Main Role

The Finance and Admin Assistant ensures proper settlement of cash and check payments to the suppliers. He/she will be responsible of the day to day financial administration across the section.

Essential Responsibilities and Duties

Operational Roles and Responsibilities

1. Process cash requests received (advance payments, reimbursement of expenses, or other types of requests) by delivering appropriate cash amounts and recording all disbursements
2. Ensure proper approval on documents received from employees for advance payments as well as reimbursement of expenses
3. Receive and verify suppliers’ invoices along with justification documents.
4. Notify suppliers of their payment status and follow up with them to ensure timely processing.
5. Ensures that all receipts/vouchers needed for the accounting are submitted on time by the sectors/sections.
6. Notify sectors/sections of the status of their processed payments.
7. Compile backup documentation for all project related transactions, and ensures completeness and appropriate review and approvals are documented.
8. Follow up with the bank on daily basis to ensure availability of funds in order to process daily bank reconciliation before sending letters to the bank or issuing/delivering checks.
9. Support in accurate filing of payment vouchers and other financial documents.
10. Ensure backup documentation is scanned and uploaded to relevant system according to set deadlines.
11. Ensure the safeguard of bank checks, cash receipts, and petty cash.
12. Verify all necessary documents, contracts, invoices, receipts to ensure that they are signed and approved by the authorized signatories.
13. Prepare a weekly report for financial administration state and submit it to the Finance Director.

Function Specific Experience

• Experience in administration and finance

Industry Related Experience

• Experience in similar volunteer-based organizations or humanitarian organizations is preferred