General Assignment:
Check the registration of accounting data and organize their filing.
Prepare the financial audits.
Duties and Responsibilities:
1 : Ensure quality control of the invoices:
1st control:
- Check that all invoices and their amounts are present as from their reception.;
- Prepare a report for the Deputy Country Finance Manager of all missing invoices or differences in amounts from the Excel file.
2nd control : improve the quality of the documents:
- Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.);
- Record in the filing report all errors in the wads (bundles);
- Whenever possible, improve the quality of the presentation of wads: translation, date (according to the data base file), addition of a calculation note (ticket), etc.
3rd control : check the codes:
- After the monthly accounting closure check the accounting codes, the project codes and the budget codes;
- Immediately inform the Deputy Country Finance Manager if the statement of the accounting software differ from that of the invoice.
2 : File and archive the documents:
- Photocopy/Scan all the invoices;
- File the originals according to budget (contract) and budget line;
- Check that all the invoices are present for each budget line and each contract;
- File the photocopies of invoices according to the books (cash and bank) of each work base.;
- File everything very conscientiously;
- Reclassify the invoices according to their new budget lines if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines);
- If requested by the Deputy Country Finance Manager, look for the original invoices or photocopies, then reclassify them correctly.
3 : Participate in preparing audits:
- At the end of the contract or annually, prepare the files to be sent to headquarters (final checking of invoices and their presence,
- To do the risk file;
- Finalize the dispatch of files by adding labels and adequate packaging.
- Support the Deputy Country Finance Manager in the preparation of donor or government audits
4 : Others
Give support to field offices when needed including field visits
Educational / Professional Background: Degree/Diploma in accounting or (related field)
Required skills: 2 year experience in Finance and administrative post – Good computer skills – Professionalism – Good knowledge of English.