Finance Assistant

 

Hierarchical and organizational links:

Reports to:
Finance-Accountant Officer
Coordinates with:
Erbil team members, Finance officers at the bases
Technical referent:
Country Finance Manager
 

Overall job purposes

 

In his/her capacity as representative Tdh, the Finance Assistant is responsible lo organize

financials and administrative activities for the base of Erbil and provide support to the projects being implemented.

S/he supports and implements the admin, accountant and financeprocedures respecting Tdh mandate and commitments and international standards.

The incumbent will conduct his or her duties in accordance with the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.

 

Main responsibilities:

A.    Cash management
·         Preparation and entering of transactions into the corresponding cash or bank books in Excel, including coding, and budget lines.

·         Management of open advances and advance clearance process in respect to the cash policy

·         Monitor due dates for payments of contracts managed by the Finance Administrative Coordinator.

·         Prepare necessary payment files for Erbil and also for the bases when needed and proceed with the transfer and/or hawala payments

·         Prepare monthly salary list for bank transfers (Erbil, Bagdad).

·         Translate accounting documents when and if necessary.

·         Manage exchange between currencies and transfers between bank, safe and cashboxes in location.

·         Archive accounting records according to Tdh procedures after a final verification of receipts etc.

·         Prepare monthly closing, revision, and integrity of accounts for the base.

·         Issue vouchers on monthly basis.

·          Monthly scanning and archiving of accountancy documents, after previously mentioned final

·         Participate in the audits or any checks issued at the base level and upon requests.

·         Verify cash balances daily and report any discrepancies to superior.

·          Guarantee security of the cash and confidentiality of information

B.    Reporting

·         Monthly submission of cashbooks for approval by the line manager.

·         Monthly reporting on advances management.

·         Weekly cash count with the Finance-Accountant Officer (FAO) and/or Country Finance Manager.

·         Weekly bank reconciliation with the FAO and/or CFM

·         Monthly bank and cash reconciliation and ensure signature from relevant team members.

 

 
C.    Personal and Team work

·         Liaise regularly with the field offices to ensure smooth running of operations and timely execution of funds transfers and other relevant payments

·         Liaise with and assist other departments and field offices with regards to coding and budget lines for expenses.

·         Provide professional guidance to team members related to cash policies

D.    Networking / external coordination

·         Ensure regular communication with banks,

·         Provide updates on any new financial regulations that could impact Tdh operation.

·         Ensure regular communication with intermediary cash company,

·         Ensure good and professional relationship in order to facilitate the operations for the bases and relevant cash liquidity.

·         Liaison with consultants or other service providers to ensure information required by them is provided accurately and in a timely manner, such as but not limited to, auditors, lawyers, hawala service providers etc.

·         ln general, make sure that a positive and professional image of Tdh is conveyed.

·          ln particular, ensure that Tdh’s mandate, thematic policies, ethics, values and views are followed in relation to third parties.

E.    Compliance Responsibilities

·         Check that all required support documents are available and all according to Tdh donors’ requirements, rules and regulations are maintained (using the compliance checklists)

·         Report on time any missing invoices/logistics files/HR files or differences in amounts to the FAO and the concerned Head of Departments

·         Immediately inform the concerned Head of Department if the statement of the accounting software differs from that of the invoice/delivery note/salary slip or any other support document.

·         Control and improve the quality of the documents through:

ü  Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.)

ü  Whenever possible, improve the quality and presentation of the invoices: translation, date (according to the Excel books), addition of paper band calculations, etc.

·         At the end of the contract or annually or on request, prepare the files for archiving  to be ready for the auditor visit (final checking of invoices and their presence, complete the risk file, re-print the last system analytical ledgers for any line affected)

·         Finalize the dispatch of files by adding labels and adequate packaging or by scanning and naming them according Tdh procedures.

 
 

Others:

Accepts new responsibilities as and when those are assigned by the line manager/s.

 

Values:

The post holder is polite, respectful, honest, punctual (and respects deadlines), creative, pacifist, proactive, committed and – during office hours – non-political. S/he is in constant exchange with colleagues and supervisors, communicates problems and enriches discussions. S/he treats people of different religion, age, sex, and economic status appropriate and equally and actively ensures their wellbeing and raises his/her voice when required. S/he is willing to improve own capacities and is open for all topics Tdh is working on to actively contribute to a comprehensive programmed implementation.

S/he uses Tdh equipment, vehicles and premises, internet and electricity economically and responsibly. S/he positively represents Tdh to beneficiaries, stake holders and the general public.

 

Tdh Regulations and Policies

The post holder abides by all internal rules, regulations, and policies.

 

Due to the nature of Tdh work activities, Tdh demand to his employee to have highest discretion and flexibility qualities. Tdh can anytime according to the needs of his mission, change the work location of his employee. Tdh can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

Qualifications Requested

• Minimum of 1 year of professional experience in emergency programming in a similar position
• Diploma or degree in business administration or Accountancy.
• Fluency in Arabic and Kurdish is essential. Spoken and written English is required
• Knowledge of SAGA is desirable
• Able to work in unstable, uncertain, or potentially dangerous environments, independently and in a team.
• Management capacity and excellent interpersonal communication skills.
• Strong cross-cultural communication and resilience skills.
• Able to establish and maintain effective working relations with people of different cultural backgrounds.
• Understanding of financial systems and procedures.
• Practical computer skills in Microsoft Excel & Word.
• Numerate and analytical with attention to detail
• Strong organization skills
• Strong communication and interpersonal skills
• Ability to manage a complex and diverse workload and to work to tight deadlines
• Ability to contribute to a small, proactive team, motivating staff and working collaboratively with colleagues and providing support and advice as necessary.

 

Application Process and Deadline:

Application should contain the following two attachments:

• CV
• Cover letter

Application should be submitted to ” [email protected] ” with writing the exact subject (Finance Assistant – Erbil)

Otherwise CV’s not be accepted.

Link to CV’s will be disregarded.

Only short-listed candidates will be contacted.