Finance Assistant

ISLAMIC RELIEF SOMALIA

Job title: Finance Assistants

DEPARTMENT: Finance

LOCATION: Bardhere

GRADE: D step 1

CONTRACT LENGTH: 1 year (Possibility of Extension)

REPORT TO: Finance Officer/Senior

LINE MANAGEMENT RESPONSIBILITIES:

MATRIX MANAGES: Finance Manager

JOB SUMMARY

Under the guidance of the Finance Officer/Senior Finance Officer, the Finance Assistant is responsible for maintaining accounts, including books, registers, vouchers, and other documents relating to all receipts and disbursement with proper supporting documents, as well as, office management duties. And to Provide Assistance in Financial and Accounting matters of the Finance Department.

SCOPE OF ROLE:

Reporting to the Finance Officer where the Finance Assistant has the responsibility of managing all financial ‘issues in Bardhere office

KEY AREAS OF ACCOUNTABILITY

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. This includes but not limited to:

1. Handling day-to-day for finance activities such as (receiving Payments, Staff expenses, check handling filing and recording Transactions into the system)
2. Recording Payments into the system in daily base
3. Maintaining Payment of Statutory deductions in monthly basis and making sure to pay by latest 10th of the next
4. Closing Petty cash on weekly basis
5. Records financial transactions onto computer using AX software – selecting appropriate, Ledger and cost-centre codes.
6. Records receipts on payments.
7. Prepare cheques and dispatches to suppliers and employees.
8. Processes purchase orders, checks deliveries, and arrange distribution of goods.
9. Journal entries between cost centres and bank accounts.
10. Manage the reconciliation of bank accounts on monthly basis as required
11. Assists with Weekly/monthly and year end reports and procedures.
12. Prepares monthly statements for budget holders.
13. Prepares and runs monthly AX payroll and expense claims.
14. Lettings – arranges all internal and external bookings, and invoice external bodies..
15. Empties payphones monthly.
16. Maintain, in liaison with Log department, the assets register.
17. Manages Petty Cash, recording daily transactions, making settlement petty cash weekly, reconciling petty cash monthly, top up making as per replenishment
18. Undertaking Archiving Activities, standard manner Soft/scanned records has properly Maintained Financial records are properly archived and share to line manager by latest 5th of next month.
19. ‘Print the Journals when posted and attach them to the payments for filing Vouchers should be stamped with paid before Archiving
20. Create Payment Journals for the approved payments
21. checking and Processing of approved payments
22. Maintaining staff expense claims
23. Transfer payment to other Offices as required
24. Flow up staff/project cash advances
25. Record financial transactions into AX
26. Working and updating on invoice journals
27. Process payments on regular basis
28. Prepare monthly accrual journals as required

Any other admin and finance duties assigned by the management.

SKILLS AND BEHAVIOURS

• MS Word
• MS Excel
• AX/ERP/Quick Books
• Banking/Cash Handling
• Confidentiality
• Integrity
• Punctuality
• Trustworthy
• Goal Oriented
• Team Player

QUALIFICATIONS

1. University degree in Accounting, Finance, Economics or business administration

EXPERIENCE AND SKILLS

1. Minimum 1-year experience working for a humanitarian aid organization in a similar position
2. Experience in preparing various accounting reports.
3. Good management and representation competencies.
4. Excellent communication skills and ability to work and live within a team environment;
5. Computer proficient in Excel, Word, and the internet
6. Excellent oral and written communication skills in English