The Finance and Administration Assistant (F&AA) supports the Project Coordinator in implementing the ICSP project in Turkana, in relation to all financial aspects of the project. The A&FA will ensure efficient and effective financial/administrative operations of DDG Lodwar office and the project activities. She/he will ensure compliance with DRC Operations Handbook alongside donor policies, procedures, guidelines and rules. She/he will seek and receive policy guidance/ instructions and support from the Head of Support Services (HoSS) and the Finance Controller.
Responsibilities
Assist with preparation of budgets;
Implement financial policies and procedures;
Establish the cash requirements, and maintain adequate cash levels and related cash controls, safe custody of safe keys;
Ensure monthly cash counts are conducted and submitted by the end date of every month to the Finance Controller;
Ensure month end reconciliations are accurately done and submitted to the Financial Controller in Nairobi;
Confirm that full accountabilities (supporting documentations) are obtained for all project expenditures;
Ensure transactions are properly recorded and entered in the relevant journals in ERP Dynamics on a regular basis for review by the Finance Controller and that they are posted by the 5th of every month;
Prepare bank reconciliation by the 5th of every month;
Process approved payments of supplier / service provider invoices based on complete documentation in line with DRC/DDG financial policy and donor guideline;
Prepare schedules for all taxes withheld or paid where relevant and submit for verification before submission to the relevant authorities;
Assist with the monthly, quarterly and annual DDG and donor reports preparation;
Supporting finance controller /managers and Project Managers to adequately prepare for both internal and external audits;
Ensure copies of project files and related financial documents are safely kept at the DDG field office and are regularly backed up in an external storage device and share point;
Scanning of vouchers and supporting documents and sees that proper filing is done in accordance with donor requirements and / or DRC/DDG Operational Handbook;
Inform the country Finance controller and the HoSS of all financial issues which can affect the execution of the project;
Ensure safeguarding of all available donor funds;
Reconcile the accounts payables, receivables and staff advances and process staff expense claims in Dynamics;
Ensure that all the processed payments are stamped “paid”
Issue DRC/DDG official receipts for all the funds received;
Ensuring financial reports for partner organizations are received on time as per specific contracts and properly filed for future reference, reviewing financial reports and support documents, follow up on any matters arising from received documentation.
Act as a liaison with the various implementing partners on financial and compliance issues
Tracking of funds disbursements from donors and to partners
Prepare and submit staff details including Timesheets to Human Resources Officer for verification and computations;
Manage asset transfer in the field, Asset tagging, branding and update of the inventory list and conducting regular physical asset verification.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 2 years
Required languages:
English (Spoken: fluent | Written: fluent)
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