Finance and Administration Assistant

Key Responsibilities

1. Record Keeping & Data Entry:

• Processing accounts payable and receivable, ensuring all transactions are documented and coded correctly.
• Record financial transactions in the accounting software or ledger system.
• Pack and clearly label financial documents for storage in both hard and soft copies

2. Bank Reconciliation:

• Perform monthly bank reconciliations, matching transactions between the bank statements and internal records.

3. Financial Reporting:

• Prepare month end reports according to reports checklist.

4. Support Budgeting & Forecasting:

• Assist in preparing budgets for projects and operational activities.
• Monitor spending against approved budgets, ensuring funds are allocated appropriately.

5. Audit Support:

• Prepare documentation and support the RAF in internal and external audits.
• Implement the audit actions to correct audit findings which fall under your profile.

6. Compliance & Regulatory Adherence:

• Ensure financial transactions comply with relevant tax laws, organizational policies, and regulations and Anti money laundering guidelines.

7. Petty Cash Management:

• Raise Petty cash request.
• Keep Petty cash box under lock and key
• Disburse cash based on approved petty cash requests
• Carryout scheduled cash counts and complete Cash Spot Check Form
• Maintain Petty Cash Book up to date upon each disbursement
• Upload Petty Cash transactions into Win Books
• File the Petty Cash documents sequentially
• Ensuring all disbursements are properly authorized, documented, and recorded.

8. Procurement Support:

• Raise Requisition for goods/services
• Ensure payments to vendors are processed in line with contracts or purchase order conditions and financial procedures.
• Update the contracts tracker and ensure that all instalments are in accordance with the contract balances.
• Post payments into Winbooks

9. Advance Management.

• Prepare payment for Cash Advances which are authorized 
• Record all cash/cheque advances in Win Books- Debtors 
• Receive any unspent advances and issue a receipt for cash
• Review & record all retired/liquidated advances 
• File the advance payment vouchers sequentially

10. Custody of security items.

• Safely keep all security items issued to you.

11. Inventory & Assets Management

• Maintain a register for project equipment, assets & inventory and do regular updates

12. HR and Admin roles

• Provide administrative and logistical support to the as necessary.

13. Other Duties:

• Assist the RAF with ad-hoc tasks.

Qualifications and Experience

• A bachelor’s degree in Accounting, Finance, or a related field.
• Prior experience in accounting or finance, preferably not less than 3 years in an NGO setting, is an advantage.
• Familiarity with accounting software (e.g., Winbooks, QuickBooks, Tally, Sage) is highly desirable.
• Good knowledge of financial regulations and NGO-specific compliance rules.
• Proficiency in Microsoft Excel and other MS Office applications.

Why Join Us?

• Opportunity to work in a dynamic, inclusive, and growth-oriented environment.
• Competitive salary and benefits package.
• Professional development opportunities.

Application Process

To apply, please submit your resume and cover letter to d.odongo@caritasint.be with the subject line "Finance and Administration Assistant Application – Your Name." Applications will be accepted until 22nd November 2024. Only shortlisted candidates will be contacted.

CI.be is an equal-opportunity employer and values diversity in the workplace. We don not charge any fees on applications and recruitment