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Position Description: The Finance Assistant is responsible for preparing financial reports and maintaining records of assets, liabilities, revenue and expenditure, payments, and other financial activities and conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, and ensures that disbursements are in accordance with the budget and the RIMES Financial Rules.
Major Duties and Responsibilities:
Finance and Accounting
• Conduct financial analysis, reporting, and management activities.
• Review financial documents and procedures, offer recommendations, and implement necessary changes.
• Monitor project expenses to ensure they remain within the assigned budget and verify the completeness of all supporting documentation for payment vouchers.
• Manage payments, bank transfers, and execute bank transactions.
• Ensure the timely and accurate closure of monthly and year-end accounts, including bank reconciliations, and submit reports within the prescribed deadlines.
• Generate invoices for projects related to services and cost-sharing.
• Identify and resolve invoicing issues, accounting discrepancies, and other finance-related concerns.
• Ensure prompt and effective follow-up on audit observations and recommendations.
• Ensure the accuracy and completeness of accounting, reporting, and internal control systems, maintaining all relevant records.
• Submit financial reports to donors on time, along with all required supporting documentation.
• Ensure proper organization and filing of vouchers, project agreements, contracts, etc., in both digital and physical formats.
• Keep a record of funds received from donors and headquarters.
• Maintain the staff advance register.
• Manage petty cash for various projects.
• Prepare monthly bank reconciliation statements.
• Prepare payment vouchers and enter them into the ledger or software on a monthly basis.
• Carry out any other tasks assigned by management.
Vat & Tax Payments
• Ensure compliance with VAT and Tax policy before booking.
• Keep separate files for VAT & Tax payment records.
OTHER
• Cooperate with other departments and ensure support for them.
• Liaison with the bank(s) and develop a good working relationship.
• Processing vouchers and archiving.
• Manage filing system in the office and ensure transactions are serially filed.
• Undertake any other responsibility as provided by the supervisor.
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