Finance Assistant

Job Responsibilities and Accountabilities Overall job purpose To manage and record the Transactions into the SUN field upload template and ensure payments to all suppliers based on the invoices generated from Logistics, Program and Administrative Offices; Process all the Payment Vouchers ensuring all necessary supporting Documentations are available, appropriately signed by various authorities and ensuring that all documents are Scanned and arranged properly to be uploaded to 4JUH/ Share points. Tasks Strategy and Vision Actively supports the values of Johanniter and shapes programme work according to these values. Together with the Head of Mission and Finance Coordinator, ensures the development and implementation of the Johanniter International Assistance strategy in her/his area of responsibility. Contributes to the development and implementation of the global strategy of Johanniter International Assistance. Administrative Duties Responsible for the management of cash & bank books. On a daily basis, record all the transactions into the Cash and Bank Book and ensure that the booking texts conforms to the organizational financial guidelines, L codes are completed. Ensure the safety of the safe and perform Cash Counts every Friday (in presence of Finance Manager and Coordinator) and file cash counts in file. Ensure accuracy and completeness of the cash/bank books and ensure proper filling of all financial documents. Processing and payment to suppliers/vendors Receive payment requests from Logistics, Administration and Programs departments and prepare the voucher of payments and submit to Finance Manager for review and approval from authorized signatories, ensuring that all documentation is properly signed and dated correctly. After approval release payment and record it in Bank or cash book. Ensure that all receipts and its supporting documents are stamped using the Johanniter Approval/ Paid stamp and Donor stamp, and that all invoices and or receipts are signed by the suppliers. Ensure the invoices are arranged in a chronological order and file them accordingly in the various files for each cashbook. Ensure that all checks to suppliers and bank transfers are done when necessary and Assist the Finance Manager with banking related issues. Cashbook Management – Recording Transactions into SUN field upload template Assist the Finance Officer maintain the Cashbook in specified SUN upload template, ensuring that all transactions are properly recorded. Assist the Finance Officer to ensure booking text descriptions, L-codes (project code L1, JUH budget lines L2, donor budget lines L3, source of funds L4, Country L5, partner L6, person L7 and Fibu code) are rightly allocated. Support to ensure the accountancy in terms of quality, reliability and transparency Following up on staff advances and maintaining the advances register, expenditure reconciliations, etc. Checking purchasing procedures are followed (RFPs, PA, and Payment Vouchers are systematically signed by authorized persons when necessary). Check that expenditures are validated by the management taking into consideration all the Validation Thresholds of Johanniter for Project Coordinators, Senior Program manager, Head of Mission and the HQ. Check the justification documents and their conformity (requisition forms, quote analyses, invoices, inventories, etc.) in for all the transactions done before payments are made. Properly file all the invoices and other financial documents, ensuring that the filling system is updated, complete and accurate. Administrative Procedures Maintain all finance files up to date. Receive, distribute, circulate and file all documents that come into the Finance office. Distribute Finance documents to other agencies. Person Specification Professional Qualification and Experience Diploma in Business Administration, Accounting, or Management. Minimum of one (1) year of solid experience in financial management, and administration in an NGO/ INGO setting. Or six (6) months of internship experience with an International Organization. Professional in Excel, Words and computerised accounting. Knowledge of the SUN System or any accounting software is preferred. National staff. Skills Honest and of high integrity. Ability to Multi-task while maintaining a stringent eye on detail. Excellent interpersonal, communication, negotiation and representation skills. Accurate and precise work style. Ability to organize, plan ahead and prioritize multiple tasks and meet deadlines. Flexibility, ability to adapt, good team player, discrete, responsible and innovative. Fluency in Portugues and English Knowledge will be an added advantage. How to Apply Send your CVs and indicating the subject of your email “JIA-MOZ-Finance Assistant 12/2023”. Johanniter is an equal opportunity employer. We encourage applications from women and people with physical disabilities. Please note: This Job Description is dynamic and can be adjusted. The employee is obliged, apart from the above-cited tasks, to fulfil – on demand by his/her supervisor – other tasks that belong by its character to his/her post or are necessary due to operational needs. It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.