The Finance Assistant is a person who has hands-on experience in accounting including experience with accounting software (Sun Systems). S/he should be aware of Tingathe Program mission and objectives and have a good understanding of BCM-CFM’s financial procedures and policies. S/he must be a person of integrity, organized, a self-starter capable of working with minimum supervision and delivering according to set deadlines
Essential Duties and Responsibilities:
1. Make payment for all relevant Accounts and record payments in process in the relevant registers
- Check all requisitions for payment for appropriate approvals and supporting documents
- Prepare cheques/EFTs, ensuring the appropriate bank account is used
- Issue WHT certificates for all payments where tax is with held
- Record all payments in the appropriate register
- Arrange for signing of cheques/EFTs by appropriate signatories
- Ensure all documents are stamped ‘PAID” after payment is made
- Exercise vigilance in the handling of cheques/EFTs to avoid fraud/theft
2. Advances management
- Collect and compile rectification documents and follow up on any issues for the relevant Districts
- Review advance rectifications in UniFi Advance App
- Tracking of activities being carried out and ensure the underlying advances are cleared immediately activities are done
- Support with payment of allowances to participants as necessary
- Update the Advances Aging report as necessary in liaison with Senior Finance Officer
3.Mobile money payments
- Compile Mobile Money documentation requests from the designated email daily and compile for processing
- Communicate any issues with requests with Finance Officer for following up with Technical Teams
4. Order and keep cheques pads
- Keep track of cheque pad stocks and order in time to avoid stock outs
- Present cheque pad order form for signing by appropriate signatory and ensure it is delivered to the bank
- Arrange for collection of cheque pads and ensure these are kept in the safe
5. Follow up of payment for recurrent services
- Liaise with Administration Department to note all recurrent services such as water, internet, rent for all program sites
- Maintain a schedule of payments noting invoice and payment details to avoid missing payments, over-due bills or duplicating payments
6. Manage filing system
- Stamp all payment vouchers (both cheque and bank letter payments) with “PAID” stamp and fie them accordingly
- Ensure payment documents in all file sets are in sequence with no breaks.
- Scan all payments and save them in Shared Folder, and make sure that the backup vouchers are kept in files at all times.
- Help in retrieving vouchers when needed, i.e. during systems financial reviews or during audit
- Make sure that all vouchers are filed back once used.
7. Carry out lawful activities as requested from time to time
Requirements
Competencies and Work Experience Required:
- PAEC Diploma pursuing ACCA Skills Module (Professional Level 1) Application Instructions
- Minimum of one year experience with Nonprofit Organizations
- Strong interpersonal skills to engage staff and community members
- Fluent in both Chichewa and English
- Should be proactive in relation to identifying gaps and come up with workable solutions
- Ability to meet deadlines with strong attention to consistency, detail, and quality
- Excellent organizational skills with ability to handle sensitive information confidentially
- Excellent interpersonal skills, mature, disciplined, loyal, and shows initiatives
- Ability to work independently
- Team Player
Benefits
-Pension
-Medical Insurance
-Group Personal Accident cover
