Responsibilities and Tasks

Job Responsibilities 01: Chart of Accounts and Verification

Tasks

• Actively participate in chart of accounts revision, propose areas for improvement to the finance Coordinator Treasury.
• Check and verify the timeliness validity, correctness of coded vouchers and other attributes of financial transaction as per the ActionAid Afghanistan’s policy and procedures.
• Ensure completeness of all receipts, payment voucher and other documents at the head office before payments are processed.
• Make sure that transactions are timely prepared, analyzed in account codes and T codes for posting within a daytime of payment on a regular basis.

Job Responsibilities 02: Accounting data entry verification

Tasks

• Properly code, describe as per the approved chart of accounts/approved budget the regular receipts/payments and journal vouchers at the Head Office.
• Review, correct and post the CO transactions/data on a regular basis.
• Review and post partners’ data collected from LRPs’ in the ledger and provide timely feedback for errors identified and consult the Finance Coordinator Treasury for the same.
• Check/browse entries/data in the ledger accounts to ensure correctness and completeness of transactions and pass correcting entries after proper approval.
• Process remittance journal entries and post intact and make sure the same entries are passed by LRPs.
• Pass journal entries to record remittance receipts from the secretariat and different sources on collection of credit advices.
• Reconcile all balance sheet items (Prepayment, accrual accounts, all debtors & creditors) on a monthly basis
• Produce and distribute debtors’ account on a monthly basis and follow on the timely settlements, and report on the same to the Finance Coordinator Treasury for further action
• Collection and provision of important data (new staff, staff resigned, vehicle bought/disposed/transferred to other location, supplementary budget and etc) relating to LRPs and CO functions to Finance Coordinator Treasury for ledger update.
• Maintain good contact and relationship with the grant finance team to ensure that deadlines set out and agreed on are met; i.e monthly field reports, reconciled bank statements, staff payroll and etc are collected and processed within 10 days in every month.
• Produce monthly bank reconciliation for all bank accounts using SUN system and present for approval within the 8th day of the preceding month.
• Collect, analyze and post all bank related charges on timely fashion.
• Prepare staff monthly payroll and reconciliation for approval and make sure that monthly staff salary is transferred to individual accounts every 25th day of the month.
• Prepare and provide with the necessary data (transaction list, payable schedules, audit confirmation letters etc) to both internal and external auditors.
• Produce a monthly transfer statement for monthly staff insurance payment and ensure that these payments are transferred to the account reserve for the same by 5th day of the next month.
• Produce recharge expenditure report in line with the recharge policy and present to the Finance Coordinator Treasury for review.
• Review and prepare journal vouchers for probal transactions and post accordingly when approved for posting.
• Post payroll and all related taxes using payroll control system
• Follow up with the logisticians to receive the monthly fuel consumption report and detailed analysis for proper recharging there on.

Job Responsibilities 3: Management Accounts and reporting

Tasks

• Produce and present to the Finance Coordinator Treasury, monthly, quarterly and annual management accounts together with accompanying schedules/statements for review.
• Make sure that updated ledger accounts and updated reporting formats sent to respective partners data on time.
• Ensure that the monthly financial reports received from LRPs are correct, relevant and consistent before posting, and consult the Finance Coordinator Treasury on possible deviations from the LFPPM, values and principles of the AAI.
• Actively participate in the preparation of quarterly, bi-annual and annual financial reports to IS and periodical statutory returns
• Identify, propose and actively participate in developing and providing of a capacity building training to finance staff.

Job Responsibilities 4: Data Management and documentation

Tasks

• Maintain finance documents and files in an orderly manner.
• Develop a system to trace documents taken by staff/non staff. And ensure that all documents taken from the folder are placed back to their original location.
• Perform any other related work when requested by the Line Coordinator Treasury.

Job Responsibilities 5: Cash management

Tasks

• Withdrawal of cash from bank to ensure enough cash is available for daily expenditure.
• Make payment with due approval of authorised staff and maintain daily cash book
• Do cash count with the cashier at the end of each day and report the balance to finance coordinator.
• Stay in contact with the bank for any banking issues like electronic transfers, withdrawing cheques, introducing new staff to the bank for payroll account opening and other.
• Stay in contact with the ministry of Finance for taxation purpose.

Job Specification

Education & Training:

Minimum Bachelor’s degree in Accounting, Finance Commerce or Business Administration or Financial Management with accounting

Experience:  

A minimum of 3 years work experience in mainstream finance in a busy and reputable institution preferably in the NGO sector.

Technical Skills

• Sound practical knowledge of SUN systems and spreadsheet
• Computer literate and ability to use accounting systems, word processing, spreadsheet, and, e-mail and Internet.
• Auditing awareness
• Asset inventory management
• Payroll processing and management
• Procurement knowledge
• Financial recording, sorting and analyzing