Finance Assistant

The Finance Assistant is a person who has hands-on experience in accounting including experience with accounting software (Sun Systems). S/he should be aware of Tingathe Program mission and objectives and have a good understanding of BCM-CFM’s financial procedures and policies. S/he must be a person of integrity, organized, a self-starter capable of working with minimum supervision and delivering according to set deadlines

Essential Duties and Responsibilities:

1. Make payment for all relevant Accounts and record payments in process in the relevant registers

• Check all requisitions for payment for appropriate approvals and supporting documents
• Prepare cheques/EFTs, ensuring the appropriate bank account is used
• Issue WHT certificates for all payments where tax is with held
• Record all payments in the appropriate register
• Arrange for signing of cheques/EFTs by appropriate signatories
• Ensure all documents are stamped ‘PAID” after payment is made
• Exercise vigilance in the handling of cheques/EFTs to avoid fraud/theft

2. Advances management

• Collect and compile rectification documents and follow up on any issues for the relevant Districts
• Review advance rectifications in UniFi Advance App
• Tracking of activities being carried out and ensure the underlying advances are cleared immediately activities are done
• Support with payment of allowances to participants as necessary
• Update the Advances Aging report as necessary in liaison with Senior Finance Officer

3.Mobile money payments

• Compile Mobile Money documentation requests from the designated email daily and compile for processing
• Communicate any issues with requests with Finance Officer for following up with Technical Teams

4. Order and keep cheques pads

• Keep track of cheque pad stocks and order in time to avoid stock outs
• Present cheque pad order form for signing by appropriate signatory and ensure it is delivered to the bank
• Arrange for collection of cheque pads and ensure these are kept in the safe

5. Follow up of payment for recurrent  services

• Liaise with Administration Department to note all recurrent services such as water, internet, rent for all program sites
• Maintain a schedule of payments noting invoice and payment details to avoid missing payments, over-due bills or duplicating payments

6. Manage filing system

• Stamp all payment vouchers (both cheque and bank letter payments) with “PAID” stamp and fie them accordingly
• Ensure payment documents in all file sets are in sequence with no breaks. 
• Scan all payments and save them in Shared Folder, and make sure that the backup vouchers are kept in files at all times.
• Help in retrieving vouchers when needed, i.e. during systems financial reviews or during audit
• Make sure that all vouchers are filed back once used.

7. Carry out lawful activities as requested from time to time

Requirements

Competencies and Work Experience Required:

• PAEC Diploma pursuing ACCA Skills Module (Professional Level 1) Application Instructions
• Minimum of one year experience with Nonprofit Organizations
• Strong interpersonal skills to engage staff and community members
• Fluent in both Chichewa and English
• Should be proactive in relation to identifying gaps and come up with workable solutions
• Ability to meet deadlines with strong attention to consistency, detail, and quality
• Excellent organizational skills with ability to handle sensitive information confidentially
• Excellent interpersonal skills, mature, disciplined, loyal, and shows initiatives
• Ability to work independently
• Team Player

Benefits

-Pension

-Medical Insurance

-Group Personal Accident cover