Internal & External Vacancy Advertisement
Job Announcement Number: SCI/SAH/046/2017
INTRODUCTION
Save the Children (SC) has an opening for the following position. If you are interested to join our team, please review below position specification and requirement to help you make a decision.
Job Title | Program support Officer |
Place of Work | Konso |
Monthly Salary in ETB | As per the organization scale |
No. of Positions | (01) One |
Length of Contract | Till December 31/2017 (With possible Extension)
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Save the Children believes every child deserves a future. In Ethiopia and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Effects all cash and check payments as per approval and authorization. Maintains petty cash register and bank register for check books. Prepare petty cash document for on time replenished.
JOB Purpose:
The Program Assistant is responsible mainly for managing working advances of the project and provides related administrative support to the project team
KEY AREAS OF ACCOUNTABILITY:
Cash and Check Management:
Requests working/program advances for payment as per approved Terms of References
Collects working/program advances and make various payments as per the authorization and approval of Budget Holders and in accordance with SCI’s financial management policy.
Ensures that all payments are made against sufficient, complete, correct and relevant supporting documents duly verified and approved by concerned managers or budget holders
Ensures that all payment documents bear “Save the children Paid” stamp.
Ensure the proper filing of financial documents and recording of GLACOSE
Summarizes expenses using relevant expense codes duly authorized by responsible person and timely settle all project advances to finance section of the Field Office before placing a request for another advance
Ensures that Government withholding tax and Income tax is deducted from service fees to hotels, resources persons etc. rendered outside of the Field Office location and issues receipts to service providers accordingly
Ensures that all unused cash returned from specific project advance is deposited in SCI Bank account daily and expenditures settled with in three days.
Prepares bank payment voucher for approved payments and effect the payment.
Ensure supplier/vendors are paid on time and legal receipt is received for all effected payments and attach to the payment documents.
Properly collect cash on cash receipt voucher [CRV] daily
Deposited cash to bank on time
Register all petty cash expenses in book
Record PCPV in to Cash registration book daily after payment effected
Check all petty cash payment voucher [PCV] before effecting any payments daily
File all check and petty cash payment voucher daily
Request timely petty cash replenishment
Handling all cash transaction and facilitate any payment by cash or checks
Checking daily cash count and maintaining monthly weekly requests of transaction
Maintain copies of all expenditure documents.
Identify lists and prices of goods, services and documenting it.
Receives and inspects all purchased materials and reconcile with purchase order, process and distribute
Prepare cash balance at hand as well on a daily basis.
Establishing financial system :
Ensure that all the necessary supporting documents and evidence are verified and attached to all Expenditures.
Conduct cash receipt and disbursement activities in line with the principles, procedures, and guidelines adopt specifically for his/her area of responsibility.
Prepare payments slip for authorized payments and effect payments.
Contact payees (Employees, short term contracts, etc.) to collect their payments.
Keep all unpaid checkbook in a safe custody.
Follow up and settle telephone, electricity and water payment on time.
Deposit cash collections within two days.
Make sure before any payment cash or check have approved by signatory
Handle petty cash of the field office and maintain proper petty cash recording/register
Prepares petty cash payment voucher and effects approved cash payment up to petty cash limit of the program.
Follow up on staff work advance and travel advance to be settled timely.
Properly coding of all bank and petty cash transactions as per chart of account coding classification.
Collect cash with appropriate voucher and deposit cash collections intact to bank account.
Ensure safe custody of Filed office’s Petty Cash fund, uncollected cheque, new cheque pads & bid bonds, and other legal documents related to finance.
Prepare General Ledger and Cash Offline Spread sheet (GLACOSE for all transactions that to be reviewed and posted by the Financial Accountant
Documentation:
Make sure that cash related files and records reflect high professional Standards.
Plan the systematic collection and filling of cash documents.
File all source documents and journal vouchers with all supporting documents.
Ensure that all cash related files are systematically documented.
Verify documents to be sent to project office/Save the children/ are accurate and contain all relevant data.;
Other KPIs:
Providing orientations on Child Safeguarding for partners and collogues
Ensure for timely reporting of any suspected/concerns on fraud and child safeguarding issues;
Reporting:
Quality of cash management and documentations
Number of quality report that shows reconciliation, summarizing the budget with respect to plan accordingly/with finance procedure.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
Ambition:
Collaboration:
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks
Integrity:
Academic Qualification
BA degree in accounting or equivalent combination of education and work experience
Minimum 3 years of relevant experience,
Computer knowledge in MS Office (Excel, Word, Outlook)
Knowhow of different Accounting Software’s
Experience in handling petty cash is required for this role.
Reasonable level of proficiency to read, write and communicate in English
Female applicants are appreciated
Ability to work independently and take personal initiative
Personal Competencies:
Dedication to objectives
Punctuality
Integrity
Ability to work in a team setting, friendliness and resourcefulness (Teamwork)
Respectful of oneself and others
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