Major Responsibilities
Cash payment and collection
· Make cash & Cheque payments
· Ensure timely settlement of float
· Ensure that all necessary documentation is maintained before cash/Cheque payments and cash collections
· Ensure that necessary codes are filled in the payment
· Post daily transactions to cash book and bank book in daily base
· Prepare cheques accurately. Ensure that there is a letter of confirmation for payments above birr 50,000.
· Prepare cash receipt voucher, cash payment voucher and cheque payment voucher.
· Make timely field cash payments in all respective project woredas based on the request
· Ensure timely payment and settlement of all accounts including income tax, withholding tax , electric bill, water bill and telephone/internet bills
· Maintain accurate Provident fund balance and loan in the system and reconcile with each individual staff bank book balances
· Hold on float request and receipt record and make payments of floats when approved and make sure its settlement at the appropriate time.
· Responsible to provide technical support for all programme float holders and encourage to settled the float on time
· Inform HR, Admin. Finance & Log officer of which floats that are not cleared on time
· Responsible to provide technical support for all programme float holders and encourage to settled the float on time
· Preparing cheque book registration/cash log books on time
· Maintaining updated fuel coupon records and follows up sheets.
Store and material management
· Check items requested for their availability in the store. If they are available, issue the item by using Concern Despatch, Stores Issue Voucher and other necessary documents.
· On receiving goods, check for the correct quality and quantity for the goods receiving voucher
· Monitor stores daily and advise your line manager of any damaged items or items going out of date in good time.
· Store and handle all materials appropriately and unpack and repack goods with the minimum of disruption
· Ensure that the materials physical count are in balance and accurate in accordance with the stock card record at all times.
· Submit monthly report on Food items, Non Food Items and Spare Parts situation and store balance to your line manager on monthly basis
· Make sure stores are clean and tidy at all times.
· Maintain systems and documentation for dealing with incoming, stored and outgoing materials using Concern and professional principles.
· Implement procedures for dealing with discrepancies and damaged material.
· Maintain security procedures in the material reception area and advice on improvement where necessary.
· Where suspected theft is identified report in writing to your line manager.
· Store, handle and move items appropriately and in relation to common symbols and marking, especially those related to health and safety and human consumption.
· Ensure the selection, use and location of the correct tools, clothing and equipment necessary to unpack materials
· Check and report fixed asset position and status to the Finance, HR, Admin and Logistic Officer and Project manager.
· Maintain good relationships in the workplace.
· Recruit casual workers for loading and unloading in consultation with the Finance, HR, Admin and Logistic officer/ Project manager.
· Handover keys to a committee authorized by the Finance, HR, Admin and Logistic officer/ Project manager when going on leave.
Controls and safeguarding of cash and coupons
· Ensure that no blank cheques are signed
· Safeguard Cheque books and ensure timely ordering new Cheque books
· Maintaining cash box and safe
· Maintaining fuel coupons
· Preparing Cash counts
· Ensure any payment and supporting documents approved and filled on time
· Responsible to record any item kept in Safe box rather than cash on safe box registration book.
Ensure the following deadlines are adhered.
· Monthly cashbooks and bank books.
· weekly and monthly cash count and reconciliation
Mainstreaming Cross cutting Issues
· Ensure the mainstreaming of gender, inequality, Accountability and other cross cutting issues in main tasks of the jobs.
Other.
· Maintain good communications within the team and ensure that all information is shared within the team.
· You may be requested to carry out other exceptional duties where heavy workload arises and/or staff shortages are encountered. Hence flexibility will be required in performing your day-to-day activity.
Carry out any other duties requested by the Line manager
Degree or Diploma in accounting and business related fields 2/4 relevant experience respectively.
NGO experience is an advantage