Finance Administrative Assistant at Premiere Urgence Internationale (PUI)

POSITION GENERAL INFORMATION

Supervision

• Under the direct supervision of: Administrative & Financial Coordinator
• Under the indirect supervision of:  
• Supervision of: Administrative Team (Cook, cleaner)
• Under the overall supervision of: Head of Mission

OVERALL MISSION

General objective

Under the direct supervision of the Administrative & Financial Coordinator, the Finance Administrative Assistant supports the Administrative & Financial Coordinator in implementing and supervising all the activities related to finance, accounting and cash management at his/her assigned base. In particular, he/she lends support to carrying out urgent activities and the filing and archiving financial and administrative documents. He/she temporarily takes on the basic tasks of the Administrative & Financial Coordinator in his/her absence.

Responsibilities and tasks

Treasury & Cash follow-up

• Supervise the physical maintenance and safety of cash box and report any discrepancies to superior
• To manage the petty cash
• To do and follow up the pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Record budgetary transfers and keep accounting codes
• To prepare and validate any checks done at base and mission level
• Verify, before recording, that records conform to regulations and procedures of PUI
• To monitor due dates for payments of contracts
• To check the payment request sent by the programs (cash for rent, self-aid etc..)
• List liquidity needs in concert with the Admin coordinator
• To guarantee security of the cash and confidentiality of information

Finance management

• To participate in the consolidation of budget follow ups and cash forecasts at base and mission level
• To support the base on the financial procedures and tools
• To collect all invoices exempted from the VAT and to do a quarterly report
• To follow the regulations in terms of taxation
• Participate in audits or any checks issued by partners or head office, at the base level

Accounting management

• To check, before recording any entry, that the invoices are compliant with PUI regulations and procedures
• To translate accounting documents if needed
• To record all expenses in the excel sheet on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…)
• To prepare monthly closing, revision and integrity of accounts for the base
• To issue vouchers, and to properly archive the invoices and SAGA voutchers in dedicated files
• Archive accounting records according to PUI procedures after a final verification of receipts etc.
• To support the base on the accounting procedures and monthly closure

Reporting/Communication

• Participate in supervision of regulations in effect
• Aid admin coordinator in relations with administrative authorities

Human resource management

• Assist in the recruitment process and in evaluating the members of the admin & financial team.
• Establish team schedules in conjunction with the Admin Coordinator
• Ensure or assist with financial training.

QUALIFICATIONS

Mandatory requirements

• Language Skills: Fluent in English, (speaking/reading/writing).
• Education Degree:  University degree in Finance, Accounting
• Work experience: Minimum 2 years experience in a similar position (NGOs/private companies)
• Knowledge & skills: Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel

Other:

• Knowledge of humanitarian actors
• Good management and pedagogical skills

Assets

• Other knowledge: Acquaintance with NGO' rules, procedures and regulations

Interest:

• Work in relief sector
• Strong motivation to help people in needs
• Accounting and finance
• Transversal skills
• Honest and trustworthy
• Reliable, rigorous and well organized
• Motivated and dedicated to his/her job
• Ability to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure
• Able and willing to learn to extend his/her scope of work
• Able to manage priorities, take initiatives and work without constant supervision