Finance Assistant at Medecins Du Monde

SUPERVISOR: Finance Officer

LINE REPORT: FINANCE COORDINATOR

LOCATION: Maiduguri with visit to Field

CONTRACT DURATION: 5 MONTHS WITH POSSIBILITY OF EXTENSION

STATUS: FULL TIME

START DATE: AS SOON AS POSSIBLE

MAIN RESPONSIBILITIES

Under the supervision of the Finance Officer, the Finance Assistant will be responsible for the following main activities in accordance to national and MdM procedures:

• Cash Box Management
• Accountancy
• General Administration

I.  TASKS DESCRIPTION:

• Cash Box Management
• Make payments according to MdM procedures.
• Keep the cash and cash boxes safe and according procedures.
• Estimate petty cash, and make request to the Administrative Coordinator for replenishment.
• Perform daily/weekly/and monthly cash control with Finance Officer.
• if necessary, realize the payment of monthly per-diem and advance of salary according to MdM procedures for the international staff
• Management of safety envelop for international staff (payment and refund - in and out)

Accountancy

• Enter invoices & payments data regularly into accountancy software (saga) in accordance with MdM standards and to the accountancy and budget framework.
• Prepare the payment of expenses related to the daily operation of the MdM programs, according to MdM procurement procedures (Mission Request, Purchase order, contract, invoices & receipts, quotations, and proformas etc.)
• Double check of records, according to MdM & donor procedures
• Verify that all the receipts/invoices are correctly filled and they are eligible for MdM accountancy (indicating: date, details of the supplier, clearly written the amount with the stamp PAID);
• Make cash advances for operation to validated staff after validation of the Finance Coordinator and ensure that all advance are reconciled/closed by the end of the week & month.
• Prepare (glue and copy) and archive all necessary documents for monthly accountancy in accordance with MdM procedures: accountancy (ledger, cash controls) and annexes.
• Complete the monthly closing operation of the cash accounts in accountancy after validation of Finance Coordinator, in the schedule fixed and send the documents required
• Keep the administrative archive on the mission (do the copies, classify and archive)
• Support to look for invoices when required

Administration

• Develop filing system for administration department, and after validation of Administrative Coordinator,
• Realize copying and filing and scanning, especially for accountancy
• Assist during organization of trainings, accommodation and transportation

Reporting

• Prepare a summary of weekly activities
• Participate in a pro-active way to the improvement of the MdM internal meetings (general, admin, security…)

II. OTHERS:

• Be flexible in performing his/her duties
• Inform immediately the security focal point in case of any security problem
• Perform other additional duties on request of the Finance Coordinator

III.QUALIFICATION AND EXPERIENCE:

• University degree or its equivalent  in Finance/Accounting/Commerce/Business Administration.
• At least 1-2 years’ progressive work experience in field of Finance/Accounting/Book-keeping in an NGO or the commercial sector.
• Hands-on experience/skills in MS Excel (experience in working with formulas)
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Willing to meet deadlines with minimum supervision
• Autonomous and ready to take initiative to improve within her/his area of responsibility
• Fluency in written and spoken English. Fluency in local spoken languages.
• Good communication and teamwork spirit.