Finance Assistant

1. GENERAL OBJECTIVE

The Finance officer has to assist the Admin & Finance Coordinator in all the activities related to finance and cash management.

  2. RESPONSABILITIES AND TASKS

1. TREASURY & CASH FOLLOW-UP

- Manage the safe deposit box and the petty cash;

- Conduct a daily physical inventory of the safe deposit box and the petty cash, and report any discrepancies to his/her superior;

- Regularly go to the bank to withdraw money to ensure availability of cash at office level;

- Prepare and follow up on the pay-outs and advances as per established guidelines;

- Prepare and validate any checks done at base level;

- Monitor due dates for payments of contracts

- Translate invoices to English when necessary;

- Guarantee security of the cash and confidentiality of information.

2. CASH CARD MANAGEMENT

- Check the MoUs received from the program team and ensure the availability of all needed documents;

- Register the information of the beneficiaries in the cash card database before sending any card issuance request to Coordination Office;

- Register the information of the beneficiaries in the cash card database before sending any payment request to Coordination Office;

- Archive all MoUs related to the beneficiaries as per internal guidelines.

3. FINANCE & ACCOUNTING MANAGEMENT

- Prepare the payment files and ensure that all documents are complying with PU-AMI regulations and procedures;

- Check before recording any entry, that the invoices are compliant with PU-AMI’s regulations and procedures;

- Record all expenses in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.);

- Issue vouchers and properly archive the invoices and saga vouchers in dedicated files as per donors’ rules and regulations;

- Collect all invoices exempted from the VAT and issue a quarterly report;

- Prepare the accountancy files;

- Prepare the bank reconciliation at the end of each month;

- Be responsible for the monthly closing and submit it to Finance Officer and Manager for validation;

- Be responsible of scanning and archiving of the accountancy files (soft and physical files).

- Be responsible of the preparation of the annual closing documents for the base;

- Assist in the preparation for the external audit visits (i.e. donor visits, Coordination visits, etc.).

4. SUPPORT THE PROGRAM

- Assist the Finance officer in following up with the banks in case of need to support beneficiaries;

- Check and be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.)

- Support the Finance Officer in other program needs whenever deems necessity.

3. PRIORITIES OF THE DEPARTMENT

- Be in charge of cash payments done at field office;

- Be in direct relation with Logistics department at field office;

- Be in charge of withdrawing money from the bank;

- Be in charge of scanning and archiving the accountancy files according to the internal guidelines.

Qualifications

Mandatory requirements

- Language skills: Fluent in Arabic and English

- Education degree: University degree in Finance, Accounting, or another relevant degree

- Work experience: Minimum 1 year of experience in a similar position (NGOs/private companies)

- Knowledge and skills: Good analytical and writing skills

- Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel

- Other: Knowledge of humanitarian actors

Good management and pedagogical skills

  - assets

- Interests

• Work in humanitarian action, social welfare.
• Accounting and finance.

- Transversal skills

• Well organized
• Ability to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure