JOB SUMMARY The Accounting Clerk is responsible for the collection of cash/checks from donors, sub-recipients, travel/project advance settlement, and others. She/he deposits all collections in the proper bank accounts. She/he also files financial documents, stamps paid mark on all settled invoices and issues checks to customers and vendors, registering all checks sequentially on cash register book.
RESPONSIBILITIES AND TASKS
Carries out accounting functions of the project such as preparing payment documents, analyzing transactions, and recording financial data in Excel for approval.
Prepares payment documents, including checks, monthly salary payroll and effect payment, pay income tax and other payables to the respective government bodies after getting approval.
Reviews partners’ internal control system to ensure compliance with donor financial regulation and proper use of funds.
Advises management to take corrective actions in case of any irregularities in grants management by partner organizations.
Organizes and conduct need based financial management trainings to relevant staff of partner organizations.
Ensures strict fulfillment of all accounting norms and procedures.
Maintains inventories and ensure proper use of organizational resources.
Prepares cash tracking tools for approval.
Prepares and submits financial documents to Country Office regularly at the end of each month for approval.
Prepares Bank reconciliation statement, payroll reconciliation, payable and receivable schedules for approval on monthly basis.
Prepares budget execution on monthly basis to ensure all costs are expended based on the approved budget line items.
Ensures that fixed asset registers are properly maintained and updated, staff provident funds are current and properly recorded, advances and payables are settled on time.
Makes all the necessary adjustments in the books of accounts for approval.
Maintains backups of the Excel records regularly and keeps in safe place to secure the financial data in case of computer damages.
Participates and assists in budget preparation and review activities.
Assists Administration and Logistics Officer in staff administration and personnel issues.
Assists Administration and Logistics Officer in managing transportation, storage, procurement and logistical activities.
Performs other financial related duties as assigned by the project manager and Finance Director.
Receives cash and checks on a pre numbered cash receipt documents of the organization, deposits collected money in the bank intact.
Keeps in safe blank and signed checks.
Submits a copy of cash receipt and bank deposit slip to the country office along with monthly reports.
Maintains cash register book to follow up daily cash balance.
Verifies source documents for proper approval/authorization before they are filed and recorded.
Receives signed checks and bank payment orders and sends checks via register mail to payee.
Ascertains that acknowledgement is received from payee and filed with cash disbursement voucher and other documents.
Stamps paid mark and cross-references on all invoices and other financial supporting documents daily.
Issues checks to vendors, counterparts, partners, procurement against legal receipt.
Informs counterparts or cooperative sponsors or any organization to collect their respective checks on time.
Ensures that all unused official documents and vouchers of the organization are properly registered and are available in sufficient quantity.
Processes VAT reimbursement in line with USG VAT refund procedure and guideline as and when needed.
Maintains filing of all financial documents and reports.
Reports and follows up outstanding and unsettled payments and receipts.
Performs other duties as assigned by the Grant Accountant.
Job Requirement
EDUCATION/TRAINING Required:
Diploma in accounting from Vocational School or equivalent combination of education and work experience.
Desired:
College diploma.
EXPERIENCE
6 years for vocational school diploma.
TECHNICAL SKILLS Required:
Able to work accurately;
Confidence in handling money;
Knowledge of written and spoken English;
Good skills in computer applications.
Firm belief in teamwork, gender equality, participatory approach and sustainable development.
Desired:
Able to communicate in a friendly and efficient manner.
COMPETENCIES Respect, accountability, courage, excellence, integrity, stress tolerance, collaboration, customer focus, contributing to team success, interpersonal skills.