Job Description and Requirements
Finance Assistant
Job Role
Role Overview:
Responsible for timely and efficient payment and receipt processing in accordance with policies and statutory requirements. The role involves managing cash flow in the bank and petty cash so that the Arab Region’s operations including donor Funded Projects run smoothly and activities are carried out as planned.
Key Accountabilities / Responsibilities:
Cash & Bank Management
- Preparing and processing all bank and cash payments along with adjustment Vouchers.
- Process payments after checking that funds are available in the Bank / Petty cash
- Data entering into Sun Accounting software.
- Co-ordinate and follow up with banks to ensure that the required facilities are being provided to AA AR as mutually agreed between Bank and AA AR.
- Update AA AR bank signatories in all banks in case of leavers or newcomers.
- Attach complete documentation along with the payment requests and obtain relevant approvals on the vouchers.
- Responsible for safe custody of cheque books, cancelled cheques and used cheque books for reference.
- Prepare payments and receipts on timely basis.
- Maintain Petty cash in Amman office in local and foreign currency.
- Maintain Petty cash in Amman office and records and replenish cash as per the limit mentioned in Local finance policy.
- Prepare the physical cash count of local and foreign currency on daily/monthly basis.
- Responsible for safe custody and security of petty cash.
- Prepare payments according to signed contracts.
- Prepare working for funds request (R1) to International Finance.
Exchange Rate Management
- Record the foreign currency cash in hand and prepare its revaluation on monthly basis.
Monitoring of Exchange Rate on Regular Basis.
Advances Management
- Disburse travel advances and settle claims as per local finance policies
Other Advances (Consultants, Short Term Partners/Vendors).
Compliance towards the Income Tax Laws of Jordan
- Deduct Tax at source as per the Income Tax Laws of Jordan and deposit with relevant tax authorities
Prepare Tax returns and statements for submission with the government offices.
Sun System-Accounting software
- Data entry into Sun system.
Extracting reports and ledgers from Sun system: Cash, bank, tax, advances.
Audit
- Providing support to External Audit by Generating financial statements and ledgers, for review, through Vision and Sun as per Job responsibilities.
Facilitating External and internal audit as and when required.
Strengthening internal control mechanisms
- Ensure internal control mechanisms are in place for Cash and Bank management function.
- Ensure that the complete supporting should be accompanied with the requests.
Review of all payment requests in context of supporting document and Local Finance policy.
Support in Projects & Emergencies Procurements.
- Support in all long term/short Projects Including their Audits, Funds Reconciliations, Payments.
- Support in Procurements & Coordinate with Suppliers & Partners- in case of a sudden humanitarian crisis.
- Maintain financial records of all received projects funds & disbursement.
Filing System
- Ensure effective filing of:
- Cash payment and receipts vouchers
- Internal and external reporting
- AA AR local policies and Procedures
- Action Aid International and donor documents
- Bank correspondence and advices.
All other internal communications and memos
Key Relationships to reach solutions
Internal (to ActionAid or team)
Head of Finance and Finance Team.
Program Units. RD, Senior Management Team, Lebanon team.
External
Vendors, partners, consultants, externals auditors, banks and financial institutions
Person Specification
Education & Certifications
A Masters degree in Business Management/Business Administration with majors in Finance & Accounting or ACCA, CFA, CPA from a recognized institution.
Essential Experience
- At least two to five years relevant experience from a reputable organization, preferably an INGO.
- Basic knowledge of finance and accounting systems in the country
- Working in multi-cultural environment
Working in international organisations
Essential Knowledge
- Basic knowledge of finance and accounting systems in the country
- Thorough understanding of local finance and accounting systems in the country
Good understanding of normal practice in non-profit organizations
Essential Skills
- Financial Analysis & management
- Presentation, Communication and Public Speaking Skills
- Networking & Interpersonal
- Planning & Organizing
- Time Management
- Facilitation & Coordination
- Problem Solving
- Fluency in written and spoken English and national language
- MS Office
- SUN
Essential Abilities
- Work under pressure
- Promote team synergy in a multi-cultural work environment
- Strong team player with ability to work in virtual teams
- Work towards tight deadline
- Travel frequently
- Work independently in remote areas
- Work on own initiative with minimum supervision and to stay on task.
- Ability to engage effectively with children & youth
- Engage partners at all levels
This Job Description covers the main tasks and conveys the spirit of the sort of tasks Other tasks may be assigned as necessary according to organizational needs.
It is part of every staff member's responsibility to contribute to AAI's mission and comply to AAI’s values, which are: Mutual respect, Equity and justice, Honesty and transparency, Solidarity with the poor, Courage of conviction, Independence, Humility
HOW TO APPLY:
Applications should be sent
With your CV, motivation cover letter to: ari.jobs@actionaid.org (only received CVs on this email will be considered) please clearly indicate which position you are applying for, you will not be considered without putting this title in the subject bar. We respect all candidates but we can only respond to shortlisted candidates.
Please note applications will be reviewed and candidates invited for an interview on an ongoing basis before the closing date'
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