Finance and Administration Assistant

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Description

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• Receive, check the eligibility of invoices presented in payment, identifying mistakes and missing documentation to be completed in compliance with DRC procurement procedures and budget monitoring;
• Accurately prepare the necessary documents, compile source documents and submit complete documentation to the Finance Assistant daily for postings of all the paid transactions in the cash book
• Check the justification of operational advances before making payment and ensure of the settlement in a reasonable time.
• Track cash advances and ensure no outstanding advance for over a period of a month
• Ensure monthly scanning of the accounting documents and save them on finance drive.
• Update monthly the scan report and share it with the Senior Finance Officer at Arua.
• Ensure that the withholding taxes is well calculated, recorded in the cash book and paid at monthly basis.
• Participate in audits preparation/execution (compilation of audit requirements)
• Implement financial policies and procedures in accordance with DRC Operational Handbook.
• Makes all payments, process approved payments of supplier / service provider invoices on the basis of complete documentation for bank and cash.
• Makes/ responsible for all field cash transactions, physically makes payments in the field /or follow up closely on proper accountabilities for all field cash expenditures
• Prepares Payment Vouchers for all payments.
• Establish the cash requirements, and maintain adequate cash levels and related cash controls, safe custody of safe keys
• Responsible for banking activities and ensure custody of available funds
• Maintain financial files (physical and soft copies) and records according to DRC Operations hand book.

• Support in all the administrative and clerical duties as pertain to the office and respond to inquiries.
• Ensures cleanliness and decorum of the office premises and surrounding.
• Monitor and control the utilization of office consumables and stationery
• Assist in maintaining and updating the Inventory / Asset list of the organization
• Ensures office equipment and premises are in a usable condition
• Support Human Resource and Admin officer in HR aspects including payroll updates, leave tracking, travel and orientation planning at field level.
• Support Human Resource and Admin Officer in ensuring staff are familiar with DRC complaints mechanism.
• Support in the Management, Supervision and capacity building for staffs such as the cleaners.
• Ensure that staff upholds the DRC’s Code of Conduct.
• Support in recruitment process of community Based Incentive workers and Volunteers.

• A minimum of 2 years of relevant professional experience
• Experience of working with NGO is added advantage
• Ability to work closely and effectively in a team to achieve work priorities and objectives.
• Enthusiasm as a team player, who is flexible, always ready to take on new challenges and drives for results in a dynamic environment
• Ability to plan, organize, prioritize, and deliver under pressure
• A Good Knowledge of Microsoft Office (Excel, Word, Etc.) is considerable

• Bachelor’s degree in Business Administration, Finance, accounting or related field

• Excellent Communication skills in English required.

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