Job Summary:
The Finance Assistant will be responsible for managing day to day petty cash over all country office, preparing payment and received vouchers and cash count sheet and monthly cash model actual and deposit of Tax to Ministry of Finance Account.
Job Responsibilities 01: Maintain accountability of financial expenditure in line with AA financial policies and procedures.
Tasks
- Assist in maintaining accountability of financial expenditure in line with financial policies and procedures of AAA and other donors and national laws
- Prepare vouchers with correct account codes and T codes and support documents for payment – cash or through bank
- Processing all third party bills (including travel agency) with duly approved by the related authority and coding all expenditure as per budget.
- Maintain staff payments based on approval
- Enter expenditure data every day and post it on the SUN data base every week
- Maintain filing of vouchers and support documents
- Support in ensuring finance controls in the country office
- Maintain bank accounts and carry out reconciliation with bank statement at least once a month.
- Check transaction details with bank book, bank statement and SUN reports for correct recording.
- Cash management
- Withdrawal of cash from bank to ensure enough cash is available for daily expenditure
- Make payment with due approval of authorized staff and maintain daily cash book
- Do cash count at the end of each day and report the balance to finance coordinator/ manager
- Reconcile the cash balance with SUN System balance on monthly basis.
Job Responsibilities 02: Over all ActionAid Taxes (Salaries, Contractors and Rents):
Tasks
- Preparing Salaries, Contractor and Rents Tax deduction vouchers and deposited to Ministry of Finance account on monthly basis.
Follow up Tax deduction and proper documentations.
Job Responsibilities 03: Accounting data entry verification:
Tasks
- Review, correct and post the all transactions/data
Check/browse entries/data in the ledger accounts to ensure correctness and completeness of transactions and pass correcting entries related to projects and country office transactions after proper approval.
Job Responsibilities 04: Chart of Accounts and verification:
Tasks
- Check and verify the timeliness validity, correctness of coded vouchers and other attributes of financial transaction for grants.
- Ensure completeness of all receipts, payment voucher and other documents of grants and projects before payments are processed.
Make sure that transactions are timely prepared, analyzed in account codes and T codes for posting within a day time of payment on a regular basis.
Job Responsibilities 05: Internal and External auditors
Tasks
- Prepare and provide with the necessary data (transaction list, etc.) to both internal and external auditors.
- Ensure that all the necessary documents are in place at any time in the year.
Job Responsibilities 06: Finance Assistant is responsible to travel to ActionAid Implementing provinces/District for LRPs and project based on need.
Tasks
Travel to ActionAid implementing provinces/district to review and check the ActionAid and PNGOs Financial Documents and vouchers.
Job Responsibilities 07: Retention and filling of project documents and
Tasks
- Ensure that all approved cash payment and received documents are maintained properly; this includes, Signed contract document, budget, contract amendments, donor correspondence letters, partner MOU’s, partner reports, internal financial reports, forecasts, external donor narrative and financial reports, proof of payment, any authorizations, project structure job descriptions and signed timesheets for project staff etc.
- Documents and ensure proper maintenance
- Maintain project and partner related data
