Responsibilities and particular assignment

General responsibilities:

Activities/Main duties:

Objective 1: Ensuring the bank and cash management

He/she liaises with the bank for all operations such as withdrawals or transfers. He/she is especially in charge of the preparation of the forms for all operations on bank accounts and of keeping the bank books updated.

He/she makes sure all expenses undertaken in the base are properly planned according to the applying budgets, this every month for the next months (through treasury forecast tools) and every week for the daily cash management.

He/she makes payments. Cash balances must be reconciled with both Cash book and review of all justification documents at least on a daily basis, reporting weekly cash situation each Thursday to Finance Manager. Written cash inventories must be filled and by the finance manager and the Base Manager on the last day of each month.

Any discrepancy in cash must be immediately reported to the Finance Manager and if absent to the HoB..

He/she makes sure the needed daily cash for payments.

He/she controls the cash inventory at the end of the day / week / month.

Objective 2: Accountancy

Activities/Main duties:

He/she keeps a clear and ordered record of all advances, both personal and professional.

He/she makes sure no unauthorized person receives a cash advance.

He/she makes sure no advance whatsoever is not justified after a period of five working days from the controlled day the advance was taken in the office. In case of delay, the finance officer should be immediately informed and corrective measures enforced.

He/she is responsible to apply all PU-AMI accounting procedures and that all procedures are properly followed on a regular basis

He/she provides guidance and monitors the daily tasks of the assistant and cashier in cash handling

He/she makes sure the procedure regarding advances on salaries, logistics and suppliers are properly implemented.

He/she makes sure the advances are properly registered and reimbursed at the end of the month.

He/she check on all accountancy files (soft and hard copies) to make sure all the justification documents and procedures are followed.

He/She will support the Finance manager on preparing of document for audit.

He/She scan all monthly paper accountancy in next month

He/ she responsible for documents archiving

Objective 3: Miscealleous

Activities/Main duties:

Keep managing ensuring proper food and refreshment payment related to the training, meetings for the participants.

Attend meetings internal and external as per request of direct line manager.

Responsible for letter management in & out and archive it in the specific folder the hard copy

Any other task assigned by line manager.

Objective 4: coordination /communication

- Strong communication with field Finance manager.

- Good coordination with PUI office staff and HF staffs.

Due to the specific nature of PU-AMI activities and to the responsibilities of the employee, he may be required to stay at the organization’s disposal for any extra duties related to the work.