FINANCE ASSISTANT

Verify that all vouchers and supporting documents are according to standards set by HAI and donor requirements and assist in entering them into the accounting system;

Follow up on payments done by HAI and partners;

Record all cash movements;

Follow up on advances and refunds done by HAI and partners;

Assist in preparing and arranging for bank withdrawals and transfers;

Assist the Finance and Administrative Coordinator in ensuring the filling system for all financial and accounting documents is updated;

Assist the Finance and Administrative Coordinator in ensuring that expenditures from the main account are accounted in the correct budget lines and on relevant projects;

Assist in managing the office petty cash and ensure its accuracy and sufficiency on daily basis;

Assist the Finance and Administrative Coordinator in the monthly accounting closing process, ensuring accuracy and completeness of the records and all supporting documents;

Support the Finance and Administrative Coordinator in the preparation of the monthly financial report;

Provide scanned copies of payments and organize in folders;

Ensure that all transactions are properly authorized and fully documented;

Assist Finance and Administrative Coordinator in preparing payments for beneficiaries and vendors; in accordance with HAI’s financial procedures

Work closely with the program team on Purchase Requests and Purchase Orders and follow up accordingly;

Liaise with the program team to issue due payments;

Ensure that all payment requests comply with donor requirements;

Organize all hard copy payment vouchers, petty cash vouchers and receipts from partners as well as Heartland Alliance International receipts;

To record all expenses in the excel sheet on a daily basis, and to properly fill in the information needed

To do and follow up the pay-outs and advances

Monitor payments due dates

To manage the safe and the petty cash, and report any discrepancies to superior

To help in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance

To prepare the pay roll at the end of each month

Ensuring efficient maintenance of financial records

Preparing financial reports within required deadlines and by budget lines

Resolving any accounting irregularities with the support of the Finance and Administration Coordinator

Managing and supporting of the budget of the project

Visit partner sites to verify financial reports, collect original receipts, cross check accurateness and fix any errors;

Support and train partner staff as needed on appropriate financial procedures per award agreement requirements;

Liaise with the Finance and Administration Coordinator on financial reporting issues with the subrecipients in order to support them;

Record/Scan receipts and support data entry of expenditures as needed;

Keep updated records of administrative activities and institutional documents

Conduct inventory checks on supplies purchased on the award as requested;

Identify and implement new systems to improve subrecipient reporting processes as needed;

Report immediately any litigious / suspicious voucher / receipt / document to the Finance and Administration Coordinator

Preparing and coordinating the auditing process

To help preparing local staff contracts (new recruitments, contract extensions or renewals)

To keep track of the days off for the national staff and to make sure the process is respected

Assist in procurement efforts for the office.

Assist all other program departments in monitoring and reviewing their activities.

Report to the Finance and Administration Coordinator and support other tasks, as required.