Finance Assistant

Job Title: Finance Assistant

Department: Finance

Job Family: Finance

Reports to: Head of Finance

Grade: B

Location: Head Office – Jordan

Direct Reports: NA

Role Overview:

This role ensures quality preparation of the audits through systematic checks on the financial documentation to be archived for compliance to AAAR and donor regulations, policies, and procedures. The Finance assistant will work closely with the finance team and will receive guidance to ensure that fundamental principles of financial management are in existence and adhered to in every part of the organization. This role may require travels in the region.

Area of Responsibility:

Key Activities

Functional Plan development and Implementation

• Reclassify the invoices according to their new budget lines, if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines).
• Process and record daily financial transactions in the accountancy, making sure that all ledgers are updated on a daily basis.
• Reconcile AAAR supplier accounts on a periodic basis.
• Improve accounting processing and highlight errors or omissions for the observation of head of finance.

System Development, Update and Compliance

• Alert the Head of finance for any missing documentation that could affect the quality of AAAR Vouchers.
• Archive the documentation as per the internal archiving procedures. (Digital and physical archive).
• Proceed with the scanning of the documentation, as per the digital archiving procedure, and on a monthly basis.
• Ensure compliance of all finance files with administration and finance procedures before filing and archiving.
• Finalize the dispatch of files by adding labels and adequate packaging
• Make sure all vouchers and finance papers are duly signed before the physical and digital archiving process.
• Maintain soft copy and hard copy files for MOU and have them available upon request.
• Maintain soft copy and hard copy payment request files and have it available upon request.
• Participate in external and Internal audits, by providing auditors with all necessary documentation in coordination with head of finance after properly checking it in terms of documentation and signatures.
• Responsible for retrieving audit samples and arranging as per auditor request.
• Follow up on recommendations provided by auditors in the finance department;
• Assist the head of finance in ensuring a good internal system is in place for audit.
• Ensure that cash, checks, blank check books and other important documents are probably safeguarded in the office’s safe.
• Ensure compliance with AAAR procedures and guidelines.

Monitoring and Evaluation and Reporting

• Assist the finance officer or senior finance officer in reviewing the partners’ documentation and alert the finance team and head of finance of any issue in the partner’s monthly financial report along with the supporting documents.
• Make sure that all Partners records are reconciled with AAAR accounting system records on a monthly basis
• Keep up-to-date records for staff advances and program advances and track the duly closing of all advances.
• Assist the finance officer or senior finance officer in preparing Monthly Bank reconciliation for all AAAR Bank Accounts and sub-accounts.
• Monitor the bank statement on daily basis and make sure that all bank movements (in/out) are recorded on the daily ledger and the accounting system.
• Responsible for all the financial records received from other departments.

Fundraising

• Provide information for proposal development as requested.

Communication and Public Relations

• Maintain good relations with bank officials, Exchange offices, and other intermediaries to resolve problems.

Other technical specific

• Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.).
• Check that all invoices and their amounts are present and complete as from their reception.
• During the monthly accounting closure check the accounting codes, the project codes, and the budget codes.
• Enter the final codification, proceed to stamp, and correct any errors if necessary.
• Check that all the invoices are present for each budget line and each contract.
• Processing of bank and cash transactions.
• Prepare the tax and social security monthly payment in due time and monitor the AAAR account with the social security and tax department on a monthly basis to avoid any discrepancies.
• Ensure that all vouchers have all supporting documentation (approval notes, goods received notes, contracts, invoices, receipts, stamped, etc.), are properly reviewed and approved by concerned personnel, and copies of all records are filed.
• Disburse and distribute checks to the vendors and staff.

Other

• Any other tasks as required by line manager
• Deputize the finance officer in day-to-day work during his/her absence.

Person Specification

Education & Certifications

• A bachelor’s degree in Accounting / Finance or Business Administration or any relevant field

Essential Experience

• From one to three years relevant experience from a reputable organization, preferably an INGO.
• experience in monitoring the compliance of finance system
• Experience in Working in a multi-cultural environment and in international organisations
• Experience in implementing finance and archiving system

Essential Knowledge

• Good knowledge of finance and accounting systems in the country
• Good understanding of IFRS

Essential Skills

• Communication and interpersonal Skills
• Planning & Organizing
• Time Management
• Facilitation & Coordination
• Problem Solving
• Very good English language
• MS Office especially Excel.

Languages Proficiency

• Excellent command of the English & Arabic language both verbal and written.

Personality Trait

• Work under pressure
• Strong team player with the ability to work in virtual teams
• Work towards a tight deadline
• Work independently in remote areas
• Work on own initiative with minimum supervision and to stay on task.
• Engage partners at all levels