Finance Officer at Tractrac Mechanization Services Limited

Job Summary

• The Finance Officer supports the Finance Manager in the day-to-day execution of financial operations.
• This includes processing payments, reviewing and retiring advances, maintaining financial records, reconciling accounts, supporting tax and payroll administration, and properly filing all financial documentation.
• The officer ensures accuracy at the first level of review before items move to the Finance Manager.

Major Responsibilities
Financial Documentation & Filing:

• Maintain a systematic, secure, and up-to-date filing system (physical and digital) for all original financial documents.
• Track and repatriate documents from field office and ensure proper classification and storage.

Transaction Processing & Bookkeeping:

• Record daily financial transactions in the Excel bankbook with proper coding and cross-referencing to ensure readiness for QuickBooks import.
• Maintain updated schedules for advances, payments, and vendor transactions.

Advances, Retirements & Payment Review:

• Serve as the first-level reviewer for all financial documents: payments, retirements, advances, and staff claim.
• Ensure completeness, correctness, and compliance of all supporting documents before escalating to the Finance Manager for secondary review.
• Track all operational and staff advances, follow up with staff for timely retirement, and ensure all open advances are cleared before month-end.
• Prepare retirement checklists and reconciliation summaries before submitting them to the Finance Manager.

Reconciliations:

• Conduct weekly bankbook reconciliations and identify outstanding items, errors, or discrepancies for further action.
• Monitor aging of advances and provide weekly updates to the Finance Manager.

Bank & Administrative Support:

• Photocopy, scan, and file proofs of payment and other supporting documents chronologically and systematically.

Additional Support Duties:

• Provide administrative support during audits by retrieving documents and preparing schedules as assigned by the Finance Lead.
• Carry out any other tasks assigned to ensure smooth finance department operations.

Education & Experience

• Bachelor’s Degree or Higher National Diploma (HND) in Accounting, Finance, Economics, or a related discipline.
• Minimum of 4 years’ relevant work experiencein finance, accounting, compliance, or audit functions.
• At least 2 years of proven experience within the development, NGO, or humanitarian sector.