Financial assistant (Short term)

Position: Financial Assistant (Short term)

Reports To: Finance Officer  

Deadline of application: 30 June 2024            

Position Summary 

Under the direct supervision of the Finance Officer (Suli), the Financial Assistant will be responsible for collection of financial documents & implementation of financial processes in Kirkuk (UN funded Projects). Finance Officer will be based in (Kirkuk)-Iraq and will work in-close liaison with Finance Officer-Suli to assist with cash management and reconciliations. S/he will ensure that all cash in/out-flow are handled appropriately and reconciled with QuickBooks records. Financial Assistant has to ensure the quality and timely accounting for the Kirkuk projects mainly in cash handling procedures, cash transfer management and reconciliation, receipts and supporting documents, electronic documents/data transmission, consolidation of overall Kirkuk’s financial transactions, monthly cash reconciliation/closing process and furnishing scan documents, ensuring strict respect of deadlines and strict compliance to HAI guidelines, financial standards and procedures;

The Financial Assistant will be responsible in dealing with daily Kirkuk office’s cash transactions mainly in/out flow (To/from) country office. S/he will be functionally report to the Suli Finance Officer.

Essential Duties and Responsibilities:

• Maintain timely, accurate & effective communication with all program staff in Kirkuk (UN funded Projects) and manage the program requests.
• Maintain & Update Cash Counts (DCC) daily and in accurate manners.
• Ensure that all financial transactions of Kirkuk (UN funded Projects) are properly supported with relevant evidence and comply with the HAI financial rules, procedure and policies.
• Ensure proper process documentation of all financial transactions in compliance with HR, Procurement & Administration rules.
• Oversee cash management of Kirkuk office.
• Ensure all supporting documentation are available with transactions before payment as per donor & organizational
• Arrange timely fund disbursement to the program teams.
• Undertake other general finance duties as required to facilitate the smooth running of accounting and projects’ finance
• Ensure the proper allocation of each expense (Kirkuk-UN funded Projects) to the corresponding cost center.
• Prepare Wire transfer orders and ensure that they are properly documented with mandatory supports and are completed for approvals.
• Act as focal person of Kirkuk office to facilitate the program’s staff in their requests for program advances, reimbursements, reconciliations
• Obtain required approvals on the SVFs after the complete review and make sure that all necessary supporting documents are emplaced.
• Follow the internal controls of disbursement to staff advances, third parties/Vendor payments and returning the un-spend cash from program staff’s reconciliations and safeguard against loss/misuse.
• Provide guidance to program staff in Kirkuk on best practices of accounting procedures, advance requests, reimbursements & Reconciliation forms.
• Support Finance Documentation Assistant for data entries in QuickBooks when required.
• Work closely with the Finance Officer (Suli) and Director of Finance to reconcile the banks and cash in our system.

• University degree in Accounting/Finance or Bachelor in Business Administration, mainly in accounting.
• 1 year experience with international non-governmental organizations working in USAID/DRL & UN funded projects.
• Ability to prioritize the tasks and demonstrated ability to manage cash.
• A track record that demonstrates energy and creativity, and the ability to successfully prioritize, handling cash and managing competing priorities
• Good verbal and written communication skills
• High level computer proficiency.
• Able to handle and guard confidential information sensitively and discretely.
• Ability to remain calm under pressure
• Experience in QuickBooks is an asset.

Please send your CV through the link below:

https://heartlandalliance.bamboohr.com/careers/1092

 Only shortlisted candidates will be contacted. If you do not hear back from us within 2 weeks, please consider your application unsuccessful.

Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Human Resources and Administration Office at (312) 660-1431