The Treasury Officer/Cashier plays a critical role in the financial operations of the organization by ensuring efficient management of cash flow, petty cash, and advances in strict compliance with internal policies and donor requirements. This role strategically plans and prioritizes the availability of cash at both the safe and bank to support timely implementation of activities, while maintaining accurate tracking, verification, and processing of payment requests, vouchers, and financial documentation through QuickBooks and other systems.
In close collaboration with the Finance Manager, the Treasury Officer/Cashier safeguards financial integrity by conducting thorough reconciliations of cashbooks and bank statements, managing tax accounts, and ensuring timely tax payments to authorities. This position also supports grant and non-grant related expenditures through detailed expense verification, budget code allocation, and adherence to donor guidelines. By maintaining organized financial records and controls, the Treasury Officer/Cashier effectively contributes to accurate financial reporting and overall fiscal discipline within the organization.
Responsibilities:
Plan and manage cash availability both at the safe and bank to support organizational activities.
Process staff advances and ensures timely clearance of advances (salary, travel, and expenses) within 14 days.
Handle petty cash operations, including daily cash payments, receipts, and maintaining authorized cash levels.
Verify and check accuracy of vouchers, supporting documents, calculations, and approvals before payments.
Allocate grant, project, and expense codes according to budget compliance.
Maintain detailed trackers of payment requests and update cash records daily.
Ensure all vouchers and payments are accurately entered into QuickBooks and other financial systems.
Maintain bank books for all accounts and reconcile tax accounts, ensuring timely submission to tax authorities.
Prepare cash flow forecasts and assist in donor financial reporting in coordination with the Finance Manager.
Safeguard cash and maintain cash safe boxes following organizational policies.
Conduct regular cash counts (daily, weekly, monthly) in collaboration with the Finance Manager.
Support logistics and procurement teams in petty cash disbursements and expense reporting.
Follow up on cash requirements for sub-offices and prepare transfer orders.
Facilitate bank transactions including drawing and depositing cash.
Ensure withholding tax calculations and payments are made on time.
Assist in preparing financial reports such as income and expenditure statements, budget comparisons, and cash flow analyses.
Maintain and organize finance files and documentation to ensure proper filing and easy retrieval.
To update finance files and documents. such as cash count files, advance files, cash receipt and cash payments files.
To prepare monthly and quarterly petty cash flow forecast with help from other departments in order to have enough cash performing activities.
To prepare of donor financial reports for Finance Manager in compliance with donor requirements within the deadline and verification for accuracy of documentation.
To contribute to the preparation of monthly income and expenditure statements and budget comparison and cash flow reports.
To withhold taxes and its calculation and on time payments to MoF-DAB.
To prepare Year End Annual Income Tax and on time submission to MoF-MTO.
To perform other duties as necessary and/or requested.
