Job Description / Responsibility

The Finance Assistant will be responsible for timely filing of field/country office monthly financial information inclusive of payment vouchers, bank information, financial correspondence etc. S/he will also ensure orderliness within the finance department.

The Finance Assistant will deal with all payments documentation as well as advising the Project Manager, Technical Officer and Financial Accountant on the arising financial matters and sharing area of concern with suggested solution within he/her capacity.

Key Working Relationships:

The Finance Assistant will be a staff in the state or Abuja and will report to the project manager while interacting directly with other staff including operations officer, administrative officer and other technical staff in the field office.

S/he will also work with stakeholders, Local government and communities in the state. Indirectly report to the country finance officer.

Key Accountabilities:-

Finance Work (50%):

Review all transactions and ensure completeness of documentation and approvals.

Review attendance using the approved Database and prepare payment schedules for participants of SMC personnel to ensure names in attendance sheet tally with Database and Schedules.

Prepare payment vouchers, ensure correctness of cost classification and coding

Receive payment advise and attached to relevant documents to file

Preparing Payment schedule of all meetings, workshop and training participants and consultants

Safeguarding the organisation resources by scrutinising all payment requests, TAFs, PRFs by adhering to the MC Manual, Policies and Procedures

Follow up on the stock balance of financial documents (forms, vouchers, receipts etc.) and make a timely order before stock outs occurs.

Work with Finance Officer to ensure PV is raised with all supporting documents for every payment made and filed.

Advising the Finance Officer on the arising financial matters and sharing areas of concern with suggested solutions.

Maintain an excel journal template for recording of all payments completed and share with Finance Officer weekly for posting.

Suppliers Invoice (15%):

Track and receive all invoices from suppliers & vendors and prepare the Invoice authorisation forms

Prepare all invoice payments and obtain approval from the authorised personnel

Operations related work (30%):

In charge of archiving, scanning and filling all finance documents and ensuring that they are in safe custody and easily accessible by the finance team.

Ensure Finance Documents (PVs) are filled as per Malaria Consortium Finance Manual filing requirement.

In-charge of collating timesheets of all field office staff.

Keep tracker for all payment documents to ensure they are sent/ received to/in Abuja.

Perform other duties as require by Finance Officer, Accountant and Finance Manager. This will include but not limited to (5%):

Support audit by making documents available.

Support in Asset spot check and physical verification.

Educational Requirements

OND / HND or Bachelor's in Accounting

Experience Requirements

Minimum of 2 years experience in a finance team, with at least one year in an Accounts Officer position

Additional Job Requirements

Experience in working in INGO an added advantage

Good working knowledge of Microsoft Excel and other software skills

Work-based Skills and Competencies:

Excellent interpersonal and communication skills

Knowledge of NGO donors and their financial reporting requirements

Excellent computer skills with high proficiency in Microsoft excel

Good analytical and reporting skills

Strong ability to be able to manage and prioritise multiple tasks

Willingness to learn at all times

A self-starter

Working knowledge of accounting software is an added advantage

Trustworthiness, Stress tolerance and operational decision making skills is an added advantage