Under the supervision of the Finance Officer, the incumbent is responsible for providing support to the Regional Office in various finance issues to ensure the smooth day-to-day operation. The Finance Assistant provides support to the Finance Department in the delivery of finance services.
Job Duties and Responsibilities:
The incumbent shall be responsible for day-to-day operations related to petty cash, e-travel, daily accounting entries, review of supporting documentation, including working advances, performing reconciliations. The tasks are detailed below. The incumbent shall:
Be responsible for all aspects of petty cash in all currencies, receipts into and payments out of petty cash, including ensuring that all transactions are correctly authorized and fully documented:
Prepare daily journal of vouchers for both receipts and payments, and maintain cash books on a daily basis.
Follow up on the cash reimbursement of private calls by office staff.
Monitor the office petty cash balances, and advice on any need to re-feed the petty cash on a timely manner.
Prepare the monthly cash count and obtain the required management signature.
Invoice validation and registration in Accounts payable system:
Follow up on invoices already registered but not fully approved
Report Regularly on invoices on hand to process and agree on a timeframe with the Finance Manager
Support Finance Officer in managing the treasury in order to reduce the exchange rate exposure by monitoring the bank and petty cash balances and ensuring, after meetings with the finance officer, that action plans are followed up
Prepare approved payments for release:
Check all approved payments before sending for bank release
Prepare bank journal and ensure all supporting documentation is attached
Prepare VAT claims on a monthly basis:
Ensure daily review and authorization of travel expense claims.
Ensure the provision of travel advances, and preparation of reconciliation, provision of final payment for locally recruited staff and seconded staff members in line with the prevailing procedures.
Ensure daily data input into CODA financial system in an accurate, efficient and timely manner:
Review the payment authorizations submitted for signature, ensuring that all supporting documentation is attached. In case of missing documentation, ensure necessary follow-up actions.
Check that financial codes are correct before booking the transactions and ensure any correction.
Organize and file CODA documents, according to the standard filing system.
Ensure that all payments are properly validated, and approved by the budget holder, and by line manager or HR manager where applicable, prior to accounting and payment.
Assist the Finance department in ensuring the internal control environment for the Regional Office.
Prepare the monthly field returns files in accordance with the deadlines, ensuring the availability of all supporting documents.
Check pending invoices received from supplies, and advise on the required action
Provide the working advances to office staff on time without delay:
Ensure timely administration and monitoring of working advances.
Ensure clearance and reporting of working advances.
Prepare reconciliation of balance sheet items on a monthly basis
Calculate, reconcile and advise staff on the outstanding working advance amount
Assist with the preparation and coding of staff working advance journals where necessary
Education Required:
Relevant degree (minimum Bachelor’s degree) or equivalent experience in Administration, financial management accounting
Preferred:
Relevant professional /academic qualification in finance or accounting
Experience Required:
At least 3 years relevant working experience in a financial role
Experience in working with web based accounting systems
Preferred:
Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
Knowledge, Skills and Language Required:
Advanced computer skills, working knowledge with windows, spreadsheets, word processing and accounting packages
Ability to work under pressure and to deadlines
Accuracy and fine attention to detail
Organized and self-starter in work prioritizing
Experience working with CODA or similar accounting software
Fluently spoken and written Hungarian
Fluently spoken and written English
Preferred:
Good command of another IFRC official language (French, Spanish or Arabic) or Russian.
