Finance and Admin Officer at HIFASS

Reports To: Program Manager
Field Operations Job Type: 3 Months
Work Hours: full-time 40 hours/week

Basic Function

• The Finance and Admin Officer will apply the basic accounting principles, knowledge, and techniques to assist with the processing of financial transactions, analyse account and budget variances, and perform routine accounting activities in accordance with established procedures.

Major Responsibilities

• Verify budget and accounting data regarding program activities by checking files/agreement, monitoring financial expenditures and estimating projections/cash flows;
• Maintain accurate financial record and provide weekly, monthly, bi-monthly etc relevant reports for target audience that support transparency of financial records;
• Perform timely and efficient processing of expense claims, invoices, payment vouchers, travel advances, cash payments/cheques, vendor payments and monthly recurrent expenditure including payroll costs and deductions;

Managing Petty cash as below:

• Reimbursing expenses falling under petty cash
• Timely requisitioning of petty cash at field level.
• Ensuring completeness of all petty cash vouchers: proper recording & back up, complete approval by relevant officers, continuous referencing and accuracy of the figures.
• Manage Program payments and advances in the field office as below:
• Receiving advances from Head Office & making payments as requested and approved.
• Follow up with Staff on due advances for retirement.
• Manage advance retirement in a timely manner.
• Verification for completeness of all retirement returns: arithmetical accuracy, stamping paid, complete approvals, full recording and back up on the returns.
• Timely banking of cash refunds for monies received at field level and communicating to Head Office.
• Maintain well updated & accessible Finance files at field level sent through to Head Office (retirement returns, petty cash, cash & bank reconciliations, monthly expense report & any other correspondence finance information)to ensure proper control of supporting documents for payments and financial reports.;
• Liaise with other functional units that work closely with the Finance Unit on relevant issues and prompt resolution of finance related queries with Staff & Vendors;
• Maintain efficient and timely archiving system of physical and electronic financial information with supporting documents and safely accounting for them;
• Carry out banking transactions and recording of daily lodgements and withdrawals;
• Perform any other related tasks as required.

Required Qualifications/Experience, Knowledge, Skills and Abilities

• Bachelor Degree in Finance, Accounting and other recognized equivalent or related fields; Minimum 4 years job experience relevant to the function;
• Strong computer skills (preferably knowledge of Spreadsheet and Database software);
• Excellent communication skills (oral and written);
• Knowledge in UN Financial Rules and Regulations as well as Audit and financial management is required;
• Experience with QuickBooks Accounting Solution Software will be an added advantage.
• Knowledge of local institutions.
• Excellent working knowledge of English and the local language.