Position: Finance Assistant

Responsible to: Finance Manager

Location: Hargeisa

Duration of contract: 12 months, with possibility of extension.

Closing date: 31st of July 2022

ROLE OF THE POSITION

The Finance Assistant is working under the supervision of the Finance Manager, based in Hargeisa.

The Finance Assistant is responsible for the regular bookkeeping cash boxes, keeping the advance ledgers, checking supporting documents, preparing payments and compliance with the organization’s standards, HI internal procedures and donor’s requirements and also ensure that the country’s legal framework is respected.

Missions / responsibilities (*)

Mission 1: Representation

1. Makes payments and pays advances

• Make payments (cheque or cash) following approvals and organization’s rules
• Check that all payments, travel advances, staff claims, journals have complete, bona fide, and legitimate supporting documentation and all transactions are properly authorized before payments are done.
• Verify the amounts, description, period, name, etc. of bills and supporting documents
• Make sure that enough cash is available in the cash box at all times
• Pays in and disburses money from the cashboxes for which he or she is responsible for records the movements in a cash log books.
• Pays advances, records them in an advance ledger and Settle timely the Advance taken for activities
• Regularly checks the cashbox and bank balance against the log books and advances.
• Monitors the availability of cash in the cashbox and alert the Finance Manager if there is a risk of shortage.
• Prepare cheques and bank transfer orders, submits them to the bank signatories after checked by the Finance Manager and keeps a copy.
• Monitors the number of cheque books available and orders new once as necessary.
• Adheres to security and safekeeping procedures and alert his or her supervisor in the event of an incident.
• Carries out cash inventories and informs the Finance Manager of any outstanding advances at closing of accounts.

1. Ensures the quality and availability of supporting documents

• Checks the admissibility of the supporting documents with regard to HI and country rules and record in the accounting information system (IS) and archiving.
• Monitor advances and their supporting documents.
• Prepare any supporting documents asked for by internal and external auditors.

1. Archiving accounting documents

• Produces the accounting documents slip
• Ensures the legibility and regular scanning of supporting documents.
• Scan the validated accountancy.
• On a monthly basis, properly archives scanned documents both soft and hardcopy in the location that guarantees their physical integrity.

1. Miscellaneous

• Act as a team player
• Report any incident to the line management
• Any other tasks which may be asked by the line management
• Considering the importance of the accountancy and any other administrative documents, the finance assistant is responsible to maintain in order all supporting documents