FINANCE ASSISTANT

BASE LOCATION: Country Office, Cotabato City

REPORTING TO: Finance Officer

JOB DESCRIPTION:

Bills/Invoices checking and processing for payment & receive:

• Checking and processing of the bills/invoices for payment.
• Preparation of expense summary and vouchers for check.
• Disbursement according to the Islamic relief Policies.
• Unauthorized payment should not be processed.
• Ensure financial transactions are accompanied by relevant and appropriate supporting documentations with transparency.

Bank/Cash transactions, payment, dealings and update of the subsidiary ledgers and reconciliation:

• Arrange the deposit and withdrawal of cash, transfer of fund.
• Update the Subsidiary Ledgers (Travel/Miscellaneous Advance, inter A/C fund transfer, Advance to non-budget items etc.) on daily basis.
• Cash must be kept properly and safe so any unauthorized person should not get access to the cash.
• Cash closing sheet must be prepared on daily basis.
• Cash count must be done on daily basis.
• Cash sheets must be signed by the supervisor.
• Finance Assistant will be responsible for any unreconciled cash.

Vouchers preparation and entry into GL:

• Make entry of all the vouchers (RV, PV, JV) into GL.
• Apply basic accounting principles, knowledge & techniques to analyze the variances.
• Assist the Manager- Finance to confirm and verify the entry before posting and report generating for various financial report.
• Voucher must be prepared in complete with all require documents.
• Voucher will not be considered complete until it contains all required documentation
• Preparation of Transfer Request Form prior to approval of Finance Manager & Country Director.

Petty cash management:

• Payment of petty expense of the office.
• Ensure complete & accurate record of all petty cash transactions.
• Cost allocation of the expenses and request for replenishment in a timely manner.
• Cash management is the responsibility of finance person.
• Petty Cash expenditure are fully monitored & reconciled.
• Fund request will be submitted before it is required by the team.
• Cash count and cash closing sheet must be mandatory.

Audit & Records Management:

• Ensure that financial records, both paper and electronic formats, are up to date, filed in an orderly manner, properly labelled kept securely and easily retrievable.
• Ensure that the JNL’s needed are accurate and with relevant supporting documents.
• Prepared scanned copy of vouchers in both closed and open files.
• Pulling out accurate vouchers when requested by Auditors.

Others:

• Handling inquiries & queries.
• Provide information about the policies & procedures.
• Contributes to unit goals by accomplishing related duties as required.

Job Requirements:

• Bachelor’s degree in business, finance, accounting, or a related fiel
• Excellent mathematical skills.
• Experience in financial accounting and management with INGOs.
• Proficiency in accounting software specially with the use Microsoft Dynamics (AX).
• Proficient in MS Excel, Word and PowerPoint and Data Analysis.
• Understanding of data privacy standards.
• Exemplifies high level of integrity, honesty, and customer-service skills.
• Solid communication skills, both written and verbal.
• Familiarity with business principles and practices.
• Superior attention to detail.
• High level of organizational skills, planning skills, problem-solving skills, analytical skills and critical thinking skills.
• Must be computer literate, well versed in using MS Excel particularly with spreadsheets and calculation software

Desirable:

• Ability to work in a demanding situation under pressure in a team independently with minimum supervision & delivery against team objectives.
• Communication, interpersonal, influencing & persuasive skills.
• Good Team player
• Willingness & ability to travel at short notice and/or to work extra hours as necessary, often in difficult circumstances.
• Commitment to the aims, objectives & organizational culture of IRW.