Finance/ Admin Assistant at New Foundation for Displaced Persons (NFDP)

Key Area of Responsibilities

Financial Responsibilities

• Perform monthly Bank Reconciliation 
• Picking up monthly bank statements
• Support in the payments of participants and other beneficiaries. Review and verify all payments processed by the Nutrition unit.
• Requesting and Collection of Finance unit office stationery and consumables from the admin dept for day-to-day business activities. 
• Reconciling and matching of transactions on the system on weekly basis 
• Maintain custody of the office petty cash fund and make daily cash payments of approved transactions. Daily update and maintenance of manual cash book.
• Conduct weekly and month end cash counts Archiving of Financial Document: 
• Ensure all payment and journal vouchers are electronically archived on monthly basis 
• Review monthly TL to ensure all vouchers for transaction posted to system are completely filed.
• Properly label all files and arrange vouchers in their appropriate folders on the shelf for easy retrieval. 
• Assist in monitoring project expenditure and procurement under NFDP rules and regulations.
• Produce soft/scanned copies of documents for retention purposes. And Systematic filing of all 
• Nutrition programme documents and correspondences.
• Keep a standard record of document retrieval and return log 
• Verify all transactions and ensure that the relevant supporting documents have been filed 
• Maintain a filing system for all transactions 
• Support in maintaining soft copy archiving system 
• Support in the payments of participants and other beneficiaries. 
• Support during audits to retrieve selected samples a week before the commencement of any audit exercise.
• Preparing and tracking all Purchase Request Forms (PRFs) for the Nutrition unit.
• Return all vouchers to their appropriate box files after the conclusion of any audit exercise 
• Support in the verification of all assets 
• Assist during audit to retrieve all relevant documents for audit exercise 
• Any other duties as assigned by the supervisor or line manager.

 Administrative Responsibilities:

• Provide administrative support to the overall Nutrition projects, interventions and activities.
• Carry out/follow up on timely preparation of the payroll for all Nutrition field staff.
• Prepare daily staff matrix and act as focal point for the unit for field movement booking requests and security clearance requests. 
• Minute taking during regular Nutrition meetings.
• Act as the Nutrition unit focal point for liaising with other support units in NFDP like 
• Procurement, Finance, Fleet, Human Resources and Security.
• Track all vehicle hire for field locations.
• Assist in reviewing invoices presented for payment processing.
• Preparation of airtime requests for all Nutrition staff.
• Keep track of all Nutrition unit assets.
• Support the Project Manager in monitoring staff welfare issues.
• Travel to the field as and when required.
• Perform such other duties as may be assigned.

Job Requirements:

• Minimum bachelor’s degree in finance and accounting or any other related field
• Minimum 1-year relevant professional experience in NGO in admin-finance related work.
• Excellent computer skills (proven computer literacy) – VERY GOOD ability to work and operate with Excel.
• Strong understanding of humanitarian principles.
• excellent written and spoken English language skills (also written and spoken.
• Strong team spirit, comfortable in a multi-cultural/ethnic environment.
• Attention to detail and structured way of approaching tasks.
• Able to ensure quick quality delivery in demanding and stressful environment
• Ability to adhere to deadlines and respect line management.
• Very strong interpersonal skills: strong communication and diplomatic skills.
• Practical and problem-solver.
• Ability to deal with heavy work pressure