Finance Assistant

Job Summary:

The function of the finance assistant is to carry out the day-to-date financial transactions for the Halba office.  This position has a primary responsibility for managing and processing the cash for the office, which also involves maintaining a cash book on a monthly basis.

He/She also handles disbursement of all payment requests by entering all transactions in a spreadsheet, correctly and in a timely manner.  The incumbent will be responsible for administering and monitoring all floats and is expected to be responsible for preparing bank reconciliations.

The Finance Assistant profile includes: strong accounting and finance knowledge, analytical skills, attention to detail, ability to work effectively under time pressure, team player, and proactive individual with ability to offer structured guidance, ability to ensure that the right priorities are identified and proficiency in Excel and financial software packages.

The position holder will adhere to the standards of conduct outlined in the Concern Code of Conduct and Programme Participant Protection Policy.

Responsibilities and Tasks

Job Responsibility #1 Finance and Accounting

• Verifying all cash payments and ensure that they are properly authorised and supported with sufficient documentary evidence.
• Ensure that all payment requests are fully processed on a timely basis
• Ensure that all cashbooks are reconciled.  
• Ensuring that all cash book data is in a format to enable posting to the accounting software
• Ensure that the cashbox is stored securely during work and after work hours

Job Responsibility #2 Cash receipt and disbursement

• Issue cash in line with Concern policies and procedures
• Check all payment requests for travel related expenses and advances to staff, ensuring that payments are supported by the relevant documentation
• Record all transactions on an Excel cashbook on a daily basis.
• Daily cash count.
• Ensure that the cash is available in the various denominations
• Review the cash receipts and bank deposit slips for booking Cash in the system
• Attach all relevant supporting documents with the adjusting voucher
• Prepare for weekly cash counts at weekend and month-end, reconcile cash balances to cash on hand sheets and cashbook balances – ensure all codes are fully and correctly input 
• Ensure compliance with cash maximum and minimum levels set by Head Office as per DoA.
• Coordinate with head office to ensure that field funds transfers are made in good time
• Carry out ‘mobile cashbox’ payment for training per diems/allowances at project sites from time to time
• Ensure that the cashbox is stored securely during and after work hours.
• Ensure that we have phone cards all the time.

Job Responsibility #3 Bank reconciliation, bank letter and online payments

• Receive/print bank statements for all bank account and prepare monthly bank reconciliation and cash recap every month.
• Review and clear reconciling items as much as possible
• Input payments to online banking for review and authorisation by senior staff members
• Prepare all bank letter related to payments, cash withdraw and deposit.

Job Responsibility #4 General       

• Ensure proper filing of paperwork for all financial transactions processed locally
• Make photocopies of cash/bank transactions prior to sending originals to H/O
• Data-entry and other administrative tasks.

Job Responsibility #5 Perform other duties as assigned by Country Financial Controller, Senior Finance Officer, Country Director and other senior staff members

Qualifications

Education/training required

• Certificate in Accounting, Business Administration or related discipline.

experience required:

• One years’ experience working in accounting field.

Technical skills required:

• Good Analytical skill,
• Excellent interpersonal, communication and documentation skills
• Good time management
• Good at maintaining documentation
• Ability to multitask and work within deadlines
• Proficient using Microsoft applications
• Good knowledge of accounting practices, policies and procedures
• Integrity and high degree of honesty.