A Bachelor’s or greater degree in Business Administration, Accountancy, Commerce, or in a related field
Passionate about humanitarian action and international development
1-3 years experience in non-profit, non-governmental organizations and international systems
Familiarity with QuickBooks will be a plus
Quick learning and adoption of new systems, softwares, and processes
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
A good sense of humour and willingness to learn
Payables and Banking
Manage or coordinate payment of all payables in either cash or through the bank.
Check and review the accuracy of all bills and Invoices before payment. Ensure that all relevant supporting documents have been attached to comply with HOT procedures as well as donors and other rules and regulations.
Follow up and ensure Payable/Payments are done in timely manner.
Ensure payments or funds are released based on relevant approvals as per HOT policies and procedures.
Initiate Bank Payments as assigned.
Follow up on bank transactions and contact the bank with any anomalies in the bank statements.
Closely monitor the trends of the bank account and immediately report to the Senior Global Finance & Administration Manager on any unusual trends or unknown transactions.
If assigned, ensure monthly bank reconciliations are prepared on a timely basis.
Translate accounting documents as needed.
Perform any other duties as maybe directed by the line manager with regard to payments, banking etc.
Data processing and Accounting
Post all payment transactions to the system on a daily basis.
Ensure all transactions are booked with strict compliance to HOT standard finance procedures.
Verify correct account codes are used for all transactions.
If assigned, perform the month end closing of accounting books (completeness, accuracy and timeliness required).
Review and submit accurate and timely cash Forecast.
Advise Senior Global Finance & Administration Manager on anticipating any treasury risks and resolving difficulties.
If assigned, manage petty cash and ensure reconciliation and cash counts are conducted at month’s end or when replenishing from the bank.
Monitor the petty cash and bank balances to ensure sufficient funds are always available depending on the program needs.
Fill in the cash requests template for signing and approval.
If assigned, ensure the cash reconciliations and cash counts for the office are sent to HQ as soon as they are ready and signed off from Management.
Coordinate with the Senior Global Finance & Administration Manager on the monthly accounting review by correcting, executing, and monitoring the monthly closing.
Assist the Senior Global Finance & Administration Manager in preparing various financial reports and analysis.
Support Budget holders on budget preparation, control, and monitoring.
Assist the Senior Global Finance & Administration Manager with monitoring budget implementation with Program managers.
Maintain updated information on active budget lines.
Before payment of bills or Invoice, confirm the availability of funds.
Risk Management and Internal Control
Ensure timely dissemination and adherence of HOT Finance procedures among all budget holders.
Ensure the implementation of internal control processes in accordance with internal financial procedures.
Provide alert for any potential weakness in the implementation of activity or for any irregularities that may lead to potential loss to HOT if proper action is not taken.
Support the Senior Global Finance & Administration Manager to respond to financial audit recommendations or queries.
Required education: Bachelor's degree Required relevant work experience: 2 years Required languages: English (Spoken: fluent | Written: fluent)
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