Finance Assistant

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Description

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Overall purpose of the role:

Supports the preparation of financial statements and maintenance of cash controls. Works within the financial procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The Finance Assistant supports the Finance Officer with reports for senior management in country.

Responsibilities: (in bullet points).

Archive and Filling

• Receipt of all paid documents, recording, stamping and reviewing of completion of documents
• Scanning finance documents on monthly basis and submitting for review before 20th of the following month
• Ensure recording and filled IDRA, LPOA, Signature verification and other compliance documents
• Maintain adequate filing system of financial documents on the share point and complete the archiving report at monthly basis.
• Proper maintenance and cleanliness of the archive room
• Timely retrieval of documents for audit assignments, recording them and ensuring they are returned to archives

Cash Management

• Support the Finance Officer to Ensure weekly cash forecast/requirements are compiled for all departments.
• Support the Finance Officer to Follow up with the bank on receipt of funds from Country Office.
• Ensure adequate Petty cash is kept in office to cater small time expenditures as per the Finance procedures.
• Processing payment and ensure all cheque, bank transfers and receipts are kept and attached to the payment supporting documentation.

Accounting Management

• Daily accounting (bookkeeping) according to DRC financial handbook and ensure Correctly use DRC Dynamics functionalities in area of concern (Invoicing, Venpay, updating of Journals, etc…)
• Conduct daily cash counts for office and submit the cash count sheets to Finance Officer.
• Prepare monthly cash counts for office on last working day of the month and submit to Finance officer/Area Finance Team Leader
• Support the Finance Officer to update commitment cost to be recorded properly
• Record in relevant journals (Project expense journal, G/L Journal, etc)  partners transactions reported and  ensure that the financial documents are duly archived after the Finance officer review.
• Ensure that statutory deductions and tax (VAT) are paid to relevant authorities on time to avoid any penalties.
• Support the Finance Officer in liaison with the supply chain department in monitoring the commitment lists and pending transactions every month for financial obligations already entered into the system dynamics but not captured in financial reports.
• Process all payments with full supporting documents and ensure full adherence to DRC policies especially the share costs policy
• In support to the finance officer and team Leader, ensure that all purchase orders of the accounting month already received are invoiced following the P2P process.
• Complete the location staff resource scheduling in support to the finance officer and/or Team leader when required.
• Monitor thoroughly the opened advances (Operational and IPA) of the location and ensure that they are timely settled in accordance with DRC policies and SOPs.
• Support the finance officer and team leader on any end of month tasks for a timely closure of the accounting month.
• The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
• Serve as technical resource person for the Finance department in the location.
• Produce monthly and quarterly reports as required by Finance team leader
• Assist in budget preparation at field level.
• Report to the HoB any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures.
• Follow any new procedures and guidelines designated in circulars from Country Director/HoFA/RO and HQ.

Experience and technical competencies: (include years of experience)

• At least 1-2 years work experience in field of finance/accounting/bookkeeping in an NGO or the commercial sector.
• Hands-on experience/skills in MS Excel (experience in working with formulas)

Education: (include certificates, licenses etc.)

• University Degree in Finance/Accounting/Commerce/Business Administration (Diploma from Government approved technical college also accepted).
• Fluency in written and spoken English.
• Fluency in local spoken language (Somali).

Source: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=172258&DepartmentId=19011&MediaId=5

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