Finance Assistant (m/f)

Description

• To manage and record the Transactions into the SUN Accounting Software and ensure payments to all suppliers based on the invoices generated from Logistics and administrative Offices
• Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities

Duties

Strategy and Vision

• Actively supports the values of Johanniter and shapes programme work according to these values
• Together with the Head of Mission and Finance Coordinator, ensures the development and implementation of the Johanniter International Assistance strategy in her/his area of responsibility
• Contributes to the development and implementation of the global strategy of Johanniter Inter-national Assistance
• Administrative Duties
• In Coordination with Finance Manager and Program Managers, gives advice and monitor the field office finance department and participate in budget development, budget monitoring and budget review meetings.
• Ensure that expenditures are properly recorded in SUN upload template and Upload it to Sun system Software
• Responsible for the management of cash & bank books
• On a daily basis, record all the transactions into the Cash and Bank Book and ensure that the booking texts conforms to the organizational financial guidelines, L codes are completed
• Ensure the safety of the safe and perform Cash Counts every Friday (in presence of Finance Manager and Coordinator) and file cash counts in file
• Ensure accuracy and completeness of the cash/bank books and ensure proper filling of all financial documents
• Extract Budget Monitoring Reports from SUN System on 12th of each month, organize monthly BVA’s review meetings with Program staff. Discuss over/underspending issues and share report feedback

Processing and payment to suppliers/vendors

• Receive payment requests from Logistics department and prepare the voucher of payments and submit to Finance Manager for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly
• After approval release payment and record it in Bank or cash book
• Ensure that all receipts and its supporting documents are stamped using the Johanniter Approval/ Paid stamp and Donor stamp, and that all invoices and or receipts are signed by the suppliers
• Ensure the invoices are arranged in a chronological order and file them accordingly in the various files for each cashbook
• Ensure that all checks to suppliers and bank transfers are done when necessary and Assist the Country Finance Manager with banking related issues
• Pay market visit on random basis to cross check prices of different items to ensure that prices offered to Johanniter are matching the market prices
• Cashbook Management – Recording Transactions into SUN field upload template XXXXXXXXXXXXXXXXXXXXX
• Maintain the Cashbook and Bank Book (including specified SUN upload template) prepared, ensuring that all transactions are properly recorded
• Ensure booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated
• Upload cash reports on SUN system for review and posting. Including Field reports

Support to ensure the accountancy in terms of quality, reliability and transparency

• Ensure the management of cash boxes (following up advances and maintaining the advances register, physical inventories, expenditure conciliations, etc.)
• Prepares the monthly cash forecast for the projects in coordination with the programme team and partners and submits it to the Finance manager review, approval and timely disbursement
• Check purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematically signed by authorized persons)
• Check that expenditures are validated by the management taking into consideration all the Validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and the Desk Officer at the HQ
• Check the justification documents and their conformity (requisition forms, quote analyses, in-voices, inventories, etc.) in for all the transactions done before payments are made
• Ensures all vouchers from Partners are photocopied after thorough checking of all necessary documentation, relevant signatures and any other requirement as per the financial guidelines. Uploads them as intended {e.g. 4juh)
• Ensure all vouchers are properly filed for audit purpose and access to the documents is limited to finance staff only.

Update, control and validate the monthly accountancy

• Close monthly finance reports on of each month and share with the Finance Manager for re-view and uploading on SUN System.
• Perform monthly cash counts
• Analyze cash box disparities and inform the Country Finance Manager or Finance Coordinator immediately in case of any differences realized

Administrative Procedures

• Maintain all administration files
• Assists the Finance Coordinator and Finance Manager in preparation of projects financial reports {monthly, quarterly and final)
• Supports the Finance Coordinator and Finance Manager during the Audit process ensuring that all documentation required is made available to the Auditors answers query and coordinates with the Finance Coordinator and Finance Manager to ensure a smooth Audit process

Requisites

• Bachelor’s Degree in Business Administration, Accounting, Management or equivalent
• Member of OCAM
• Minimum of two (2) years of solid experience in financial management, and administration in an INGO setting
• Professional in Excel, Words and computerized accounting. Knowledge of the SUN System or any accounting software is essential
• Experience in working with public donors USAID etc. and partner organizations
• National staff

Skills

• Honest and of high integrity
• Ability to Multi-task while maintaining a stringent eye on detail
• Excellent interpersonal, communication, negotiation and representation skills
• Accurate and precise work style
• Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines
• Flexibility, ability to adapt, good team player, discrete, responsible and innovative
• Fluency in Portuguese and Knowledge of English will be an added advantage

Notes

• Only shortlisted applicants will be contacted
• This Job Description is dynamic and can be adjusted. The employee is obliged, apart from the above-cited tasks, to fulfill - on demand by his/her supervisor – other tasks that belong by its character to his/her post or are necessary due to operational needs
• Johanniter is an equal opportunity employer. We encourage applications from women and people with disabilities