- Accurately checking and recording all financial transactions, Vouchers, journals and bank statements in QuickBooks.
- Double checking the accounts (budget lines) used for expenses.
- Monthly basis entering collected data into QuickBooks software and keeping the databases updated.
- Keeping an efficient and up-to-date filing System according to Serve Standards.
- Conducting inventory checks as and when required.
- Scanning all the documents and print files and upload in Online QuickBooks.
- Keeping information confidential to others.
- Verifying and checking that data entered to the databases is accurate and reliable and informing line manager of any missing or inaccurate data.
- The duties and responsibilities set out above are not exhaustive and the post holder may be required to carry out additional duties from time to time which are reasonable in relation to their level of skills and experience.
- Release the advance to the staff as per the request.
- Update the advance book and cash book on a daily base.
- Before recording, check that the supporting document complies with policy and procedures.
- Verifying and clearing financial vouchers in accordance with established policies and standards.
- Cash count on daily basis with line manager and report any discrepancies to the line manager.
- Ensure that expense code is as per the budget line of each project.
- Follow up the advance on a weekly basis.
- Ensure Cash Safe Locker is locked properly.
- Collecting and depositing Cash from the bank.
- Record and maintain a consolidated tax detailed report on a monthly basis for salary, contractor and rental withholding tax.
- Final calculation of the local staff payroll sheet on a monthly base.
- Prepare bank statements for local banks.
Admin/Program
- Maintain an updated inventory list of all program assets, including vehicles, office equipment, computers, furniture, and any other resources are used properly in the program.
Ensure proper documentation of all assets, including purchase records, warranty information, and service histories.
- Oversee the daily tasks and responsibilities of chawkidars (guards) to ensure the security of the premises, making schedule for them.
- Supervise the cook to ensure the preparation of hygienic, nutritious, and timely meals for staff, beneficiaries, and visitors.
- Assign daily cleaning tasks to the cleaner, ensuring that all office spaces, restrooms, and common areas are maintained in a clean and hygienic state.
- Organize the use and maintenance of office vehicles for staff and program-related transportation needs.
Ensure that vehicles are well-maintained, serviced regularly, and available for use when required.
Schedule and assign vehicles for field visits, meetings, and other program activities.
- Develop and implement a well-organized filing system for all program-related documents, including financial records, project reports, contracts, and correspondence.
Ensure that all documents are categorized and stored according to organizational standards and procedures.
- Ensure that attendance sheets are accurately filled out daily for all program staff, including Chawkidars, cooks, cleaners, and other program-related personnel.
- Provide necessary assistance to the Project Manager in carrying out various project activities as required.
- Offer support with the planning, coordination, and implementation of project-related tasks, ensuring tasks are completed efficiently and on time.
