Finance Assistant (03 positions)

Job Description

Job Summary

The Finance Assistant is under the supervision of the Program Area Manager, the Finance Assistant will be responsible for the day-to-day running of the Area Program finance operations including preparing periodic financial reports/journals, reconcile accounting information, review major payments and invoices for consistence with organizational procedures and established accounting formats, support area program level procurement and perform administrative duties of the area program.

Additionally, this position supervises the Security Guards and Driver at area program level. The position holder reports to the Program Area Manager with dotted lines to the Senior Finance Officer

Principal Responsibilities

Key Result #1 –Cash management

• Ensures that all cash receipt for local collections are deposited on time as appropriate
• Support the Program Area Manager in the preparation of monthly cash flow for the Area Program and ensure timely submission to the support office so that cash for activities are released.
• Ensures that project expenditure remains within monthly cash flow and budget.
• Monitors all program advances issued at the Area Program level and follow up with staff to ensure timely accountabilities.
• Manage Petty cash at the Area Program level to ensure compliance with the organization policies and procedures.

Key Result #2 – Finance Management

• Obtains monthly bank statement from the bank and reconcile with the cashbook record.
• Reviews all payment requests at Area Program level to ensure adherence to FH financial policy and that they are in line with the relevant budgets prior to the PAM’s approval.
• Prepares monthly FH journal templates for the Project/Area Program and submits to the Support Office by 29th of every month
• Receives monthly Expense reports from the Senior Finance Officer and analyses the expenditure in line with the budget to advise the PAM or Project Coordinator on issues that require special attention.
• Support staff to read and understand the financial report and budget and ensure proper use of FH financial coding.
• Ensure compliance with donor regulations, FH finance policies and local government rules and regulations;
• Ensure the accuracy and correctness of all transactions against each grant/project; ensuring all expenditures are posted under the right financial codes.
• Coordinate with the Program Area Manager to compile donors, projects and programs feedbacks on expense reports to take subsequent corrective action.
• Support the Area Program team in developing budgets; Support the Area Program budget preparation for potential and operational programs for the year.
• Capture all information on taxes withheld from suppliers like TIN and Amount Withheld and ensure timely submission to the Senior Finance Officer for filling.
• In coordination with Program Area Manager & Support Office finance team, organize in house training and/or orientation session on finance to Project Staffs.

Key Result #3– Procurement Process

• Record and track procurement requisitions for the Area Programs.
• Review the submitted procurement requisitions for completeness and accuracy in terms of approval levels and specifications etc.
• Prepare solicitation documents such as requests for quotation/proposals, letters of invitation, actions on advertisement and tendering, for approval etc.
• Prepare and place purchase orders and contracts with suppliers or service providers for goods, services and works at Area Program.
• Prepare Comparative Bid Analysis reports for consideration by the Program Area Evaluation and Procurement Committee.
• Follow up and report on implementation of Evaluation and Procurement Committee decisions in accordance with the policy and procurement plan and budget.
• Compile and prepare monthly procurement reports for all completed and pending procurements at Area Program level.
• Focal point for ensuring procurement processes are conducted in accordance with procurement guidelines, threshold and documentation are strictly followed
• Support in regular price surveys as and when requested to ensure FH obtains value for money at all times
• Ensure all procurement process correspondences and documents are correctly filled and all payment checklists documents are available and auditable trails of communications are in place
• Responsible for managing all Framework Agreement contracting process for the Area Program
• In collaboration with the Procurement department, provide technical support to the procurement committee during evaluation and offer tailored trainings to the team.
• Monitor the receipt, registration and opening of bids from service providers and suppliers at Area Program level.
• Attend to all inquiries from bidders and suppliers where appropriate.

Key Result #4 – Staff Supervision and Administration

• Supervises all cleaning, Driver, Security Guards and office management staff and activities
• In consultation with the immediate supervisor, schedules staff annual leaves and submit monthly staff timesheets.
• In collaboration with the Program Area Manager, review monthly financial variance reports and use financial reports as guidelines for adjusting personnel effort and program expenditures;
• Evaluate performance of subordinates.
• Support in the procurement process by ensuring the right procurement processes are followed and participate in the bid evaluation process for purchases within the Area Program threshold
• Monitor monthly log sheets and fuel usage for vehicles & motorcycles and reporting as appropriate
• Support the Program Area Manager in enforcing Organization policies
• Ensure proper filing of records in the field office.
• Assists the Program Area Manager in other administrative matters.

Key Result #5 – Internal control, Fixed asset and Inventory management

• Ensure all Area Program inventory and assets are verified and updated in the Asset Register tools on Quarterly basis.
• Ensure Quarterly Stock taking is done.
• Verifies Commodity and Asset movement for the Area Program.
• Ensures that the internal control system of the organization are in place and are observed by all staff.
• Support Projects Audit at the Area Program
• Ensure proper fleet management of the Area Program Vehicles, Motorcycles, Bicycles and Generators.
• Ensure regular updating of the fleet management and reporting tools such as fuel receipts and service reports.

Key Result#6: Safety and compliance

• Ensure safety measures are in place and supervisees comply with the Core Security Requirements as per FHU security manual & SOP’s.
• Report all cases of SEA abuse and ensure that they are followed up appropriately

Job Level Specifications

• Candidate should have a bachelor’s degree/equivalent in Finance and accounting or related discipline from a recognized university or institution.
• Having completed ACCA/CPA level II is added advantage / pursuing professional qualifications
• Minimum of 2 years extensive experience in financial management and co-ordination preferably within an international NGO environment
• Having an auditing background is an added advantage.
• Excellent computer skills in MS word, excel, PowerPoint, Access and Internet and accounting systems specifically MS Dynamics.
• Vibrant personal relationship with Christ understands and applies FH Foundational Principles and Values, Mindsets and Behaviors.
• Develops and maintains good working relationships with colleagues
• Effectively and efficiently manages all resources entrusted to him/her for work purposes
• Maintains an attitude and behavior in accordance with FH values, mindsets and behaviors
• Complies to all finance, personnel, procurement and administrative policies of FH
• Leadership skill and can supervise others.

Experience

• Minimum of 2 year experience in financial management and co-ordination preferably within an international NGO environment or busy business environment.
• Level 2 of CPA/ACCA qualification is an added advantage.