Duties & Responsibilities

1.       Finance Tasks:
   • responsible for overall financial and accounting of the project.
   • Prepare vouchers for all financial transactions.
   • Disburse cash based on properly approved vouchers, advance sheets and other financial documents.
   • Responsible to bring cash from the bank for daily petty affairs.
   • Clear cash advances for employees and receive the excess of cash over expenditure from the employees. Use the proper exchange rate on the liquidation voucher of the advance.
   • Conduct daily cash count and ensure that cash is always reconciled with the books.
   • File all financial documents for the head office. Label the files as advised by the system.
   • Recording of all cash and bank financial transactions into the assigned journals into the QuickBooks System.
   • Maintains subsidiary accounts by verifying, allocating and posting transactions.
   • Maintaining complete set of books of accounts according to the principles of accounting and keep them updated on daily basis.
   • Responsible for and plans, organizes and manages the finance and administration process for the project.
   • Ensure smooth operations of the project site in close coordination with Provincial Manager.
   • Plan and organize and liaise project need and purchases in close coordination & collaboration with Provincial Manager
   • Facilitate timely, accurate month-end closing, cash requests and cash reconciliations.
   • Receiving complete documents, invoices, bills, etc. ensuring the proper name, date, stamp and supportive documents.
   • Manage Staff Salary, leases and subcontractor payments on schedule.
   • Schedule tax payments strictly on time
   • Ensuring that project expenditures are adequately tracked according to the agreed project budget in close coordination with Admin & Finance Manager and Project Manager.

2. HR/Admin, IT Tasks
   • Manage all Human Resources tasks, including recruitment, and staff capacity building
   • Participate in the interview and test when required.
   • Take part in staff capacity building and ensure training opportunities shared by HO are utilized.
   • Ensure all personnel files in the province or regional office are complete and updated regularly.
   • Supervises and manages the on-site IT issues through IT service provider, manage and organize office facility management, kitchen and auxiliary staffs.
   • Develop, track, record and report generators fuel usage, equipment and maintenance in close collaboration with Logistics / procurements and ensure smoothly operations equipment and tools at the project office.
   • Organize and manage office supplies, kitchen supplies for the project office.
   • Manage project fleet and vehicles. Make sure logbooks are available for each vehicle, gate pass are issues and vehicle movements are supervised and controlled.
   • Understand the HR policy and make sure staff follow the rules and regulations

3. Reporting:
   • Prepare project weekly, monthly plan and monthly financial progress report to the Finance Department
   • Preparing in a timely manner accurate financial reports as by donor and other stakeholders.
   • Report HR/Admin issues to the HR at Head Office
   • Report any safeguarding issues to the Head office HR and Management immediately.
   • Report if any child labor is noticed under the project to the provincial and package managers.

4. Safety/Security:
   • Ensure all personal safety and security issues are considered while in the office and project site.
   • Follow all security and safety messages dispatched by the Safety/Security focal point and regional office. 
   • Follow the organization safety security SoPs and ensure all advice recommended are implemented.
   • Report any safety/security issues and incidents to the SSFPs, provincial manager and regional office.
   • Coordinate all your field tripes with SSFP and provincial manager.

5. Compliance:
   • Responsible for reviewing and implementing RRAA’s staff code of conduct and other safeguarding policies such as (Safety/Security SOPs, AAP, PSEA, ESHS, HR)
   • Ensure all staff under your supervision have gone through the staff code of conduct and other safeguarding policies and perform in accordance with them.

• • Ensures that the finance process is in adherence to organization and client requirements, policies and procedures and to ensure successful delivery of project requirements.
  • Ensure all recruitments are done on basis of the organization HR policy.
  • In compliance with RRAA code of conduct and policies, ensure no child labour are used in the CFW component of the project. Any child labour noticed shall be reported to the provincial and package managers immediately.
  • Ensure all project activities are implemented in accordance with the donor, operational manual and RRAA policies and procedures.

6. Confidentiality:
   • Follow data confidentiality measures, such as encryption, access controls, data masking, and strict policies.
   • Safeguarding sensitive information from unauthorized access or disclosure. 
   • Protecting individuals, maintaining business security and safeguarding private data.
   • Computer management is a broad topic that includes many essential security practices. By protecting devices, you can also protect the data they contain. Follow basic cybersecurity hygiene by using anti-virus software, routinely patching software, whitelisting applications, using device passcodes, suspending inactive sessions, enabling firewalls, and using whole-disk encryption.