Finance and Administration Assistant
Ngo & Social Services Jobs
- Young Africa Zimbabwe
- Expires 27 Dec 2024
- Chitungwiza
- Full Time
Job Description
The Finance and Administration Assistant is responsible for helping ensure the provision and the execution of program finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services.
Duties and Responsibilities
Financial
• Help ensure implementation of effective internal controls, proper functioning of a financial resources management system, and the control mechanism for projects as spelt in the organisational finance and other related policies.
• Timely and accurate procurements and payments with full compliance to organisational and donor rules & regulations
• Maintenance of the internal expenditures control system which ensures that purchases processed are matched and completed, transactions are correctly recorded and posted in the accounting system; and travel claims and other entitlements are duly processed.
• Allocation of common services expenses and recurring office expenses.
• Management of cash receipts. Money received is timely recorded, banked and reported.
• Review all payment requests generated by the programs team, ensuring that all backup documentation and approvals are available for transactions.
• Process travel advances to project staff and follow-up on outstanding balances.
• Review project staff travel advances and expense reports for accuracy.
• Review travel-related expenditures and expense reports to ensure the necessary back-up documentation is in order and on file.
• Monitoring of Travel Advance, Claims and Settlements through preparation and maintenance of Travel -Claim monitoring sheet
• Supervise and manage financial and accounting operations including, but not limited to, preparing payment vouchers, maintaining or verifying petty cash transactions, and reconciling petty cash balances, at least once a week.
• Maintaining bank balances up-to-date and reconcile accounts monthly.
• Assist the programs departments with the financial monitoring of activities in the field according to established procedures and calendars, as needed.
• Contribute to the preparation of contractually required financial reports, as well as any other financial reports required by the organisation.
• Provide the necessary support to the auditors conducting auditing activities and assure the implementation of any audit-based recommendations.
• Develop and maintain efficient filing systems for both physical and electronic documents.
Administrative and Logistical
• Administrative coordination of general travel logistics for the program team working with support to conferences, workshops and retreats.
• Support to assets management and periodic physical assets verification.
• Ensure all relevant documentation of asset movements and distributions is properly maintained
• Support the maintenance of premises and common services, insurance, and management of document storage.
• Maintenance of files and records relevant to lease agreements and other contracts.
• Custodian for management of office stationery supplies including maintenance of a stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.
• Coordination with petty cash custodians in project offices for timely completion of monthly petty cash reconciliation and replenishment.
• Telephone expenses are properly reviewed, and personal usage is followed up and paid timely by individual staff.
• Assist in managing procurement processes, including vendor communications and invoice
processing.
• Support month-end and year-end closure through report preparation and submission including e.g., travel claim acquittals, petty cash reconciliation, review and monitoring of receipt accrual, and payment voucher status.
• Assist in the preparation of management accounts and project financial reports.
Support to month-end and year-end closures
• Reconciliation of balance sheet accounts including staff advance/ receivable, fuel advance, and petty cash.
• Coordination with petty cash custodians in project offices for timely completion of monthly petty cash reconciliation and replenishment.
• Support month-end and year-end closure through report preparation and submission including e.g. travel claim monitoring sheet, petty cash reconciliation, review and monitoring of receipt accrual and payment voucher status.
Qualifications and Experience
• A bachelor’s degree in accounting, Finance, or any related field.
• Advanced knowledge of Pastel Partner and Evolution.
• Extensive knowledge of Bellina Payroll systems.
• Advanced computer skills in MS Office programs, particularly excel.
• At least 2 years of experience supporting finance and administration in the non-governmental sector and familiarity with donor regulations and administrative procedures.
• Be a team player.
• A valid and clean class 4 driver’s license is a must.
How to Apply
Interested qualified candidates are to send detailed CVs, 1-page motivation letter, and preferred starting salary to humanresources.yazim@youngafrica.org by 5 pm Friday 27 December 2024.
