Work closely with the Finance Department for the implementation of the Financial Policies of the organization;
Reviews and process requests for payments and project cash advances and ensures all related documents (receipts, contracts, purchase order, cash advance requests, etc.) are original and without any alterations, and must be attached to the vouchers or requests so that only authorized and correct payments are made;
Ensure transfer of funds to respective employees based on payroll instructions;
Ensures that check and online disbursements has an approved payment request;
Prepares check voucher and checks for check disbursements and process online disbursement through online banking including releasing and filing of vouchers;
Monitor the issuance of all checks and make sure that all checks are accounted for. Monitor’s the online banking and make sure the procedures are strictly followed;
Communicate with the bank regarding payments transactions and foreign currency rate;
Ensure funds availability for all disbursements requirements;
Inform relevant staff or partners on status of release of funds or disbursement and ensure receipt of documents are complete
Prepare and submit monthly reports on Cash disbursements, monitoring of checks, cash advances, unliquidated advances, etc.
Coordinate with HR to ensure release of payment of all benefits of staff, mandatory or otherwise to respective agencies;
Verifies and prepares official receipts for all funds/money received from the major grant making donors and inform Finance manager and or higher management for communication to donors
Prepares official receipts for any other funds received by organization from all types of donations and cash returns from staff project cash advance or from
Ensures that all collections are deposited directly to the depository bank of the organization as soon as possible or within 3 working day following most recently approved policies and procedures.
Updates Quickbooks system regarding payment transactions only.
Petty cash custodian, responsible for disbursing and recording transaction from petty cash fund and prepares the petty cash replenishment report on a timely manner;
Prepares a twice a month petty cash count report for internal verification of the status of the petty cash and other cash on hand (i.e undeposited foreign currency) by the Finance Manager;
Prepares monthly Cash Position Report (Bank balance) which include Time Deposit or Placement for management information;
Prepares monthly List of Unreleased Checks for review by Finance Manager and respective project or programme managers;
Monitors external financial activities by obtaining updated and accurate bank account transactions and records;
Prepares the annual GIS for review by the Finance Manager and DED/ED and ensure the annual timely submission to the SEC;
Provides assistance and support for annual audit (institutional/project);
Prepare routine ad hoc reports for internal and external distribution;
Ensures strict compliance of all disbursements following internal financial controls, policies, and procedures;
Attends regular monthly meetings.
Provide finance disbursement advice to and contribute to finance management training for partners as needed;
Perform other tasks as assigned by the Finance Manager.
Qualifications
Must be a graduate of either BS Accountancy, BS Management Accounting or any related courses. (Desired)