Admin/Finance (Female/Male)

JOB DESCRIPTION:

“Bringing Inclusive and Sustainable Water, Sanitation and Hygiene Services to Schools in Pakistan”.

Identification

Job Title

Admin/Finance (Female/Male)

Reporting to

Project Coordinator

Department/Units

WASH

Number of Positions

One

Duration of Contract

One Year (Extendable)

Duty Station

Karachi, Sindh, Pakistan

Job Summary:

The role of the Finance and Admin Assistant is to support the Finance Officer in all accounting activities relating to Urban WASH Project of DevCon especially on transactions processing in line with DevCon financial policies and procedures and donor guidelines. The position is also responsible for records management in support of all financial transactions.

Key Responsibilities:

Transactions Processing

• Making payments and receiving funds according to DevCon’s accounting policies and procedures.


• Checking payment vouchers to ensure that right budget codes have been used before they are booked in GAS for payment processing.


• Verifying to ensure that there is sufficient supporting documentation to all financial transactions enough to provide clear audit trail.


• Booking all receipts intact and promptly in line with policies.


• Booking payments and receipts in GAS on a timely basis.


• Making payments only through payment run processes and only on designated days in line with policies.


• Arranging for and facilitating signing of cheques/payment instructions by appropriate signatories in line with policies.


• Making sure that the cash book is accurate and up to date at all times.


• Undertaking organised filing and safe custody of project finance documents.


• Safeguarding of cash and other valuable assets.


• Supporting Finance Officer in carrying out physical spot checks on fixed assets.


• Supporting Finance Officer on processing of staff advances etc. This includes checking accuracy and completeness of supporting documentation.


• Supporting Finance Officer on reconciliation processes for creditors and other payables. This includes ensuring that bills and accounts payables are paid on time.


• Ensuring that relevant taxes have been duly deducted from all payments in line with tax regulations.


• Supporting Finance Officer on preparation and posting of appropriate general journals using suitable templates in line with policies.


• Bringing to the attention of the Finance Officer any issues relating transaction processes on a timely basis for timely action.


• Provide administrative support to project field staff.


• Monitor if project vehicle and log book are properly maintained.

Financial Reporting

• Supporting budget holders with relevant documentation necessary for them to understand and explain better any sections of reports relating to their respective budgets.


• Supporting the Finance Officer with relevant documentation to enable effective reviews of Trial Balance including balance sheet accounts such as debtors and creditors accounts necessary for reporting.


• Preparing and posting month-end journals relating expensing of prepaid expenses including bank charges and interest to ensure smooth closure of accounts on monthly basis.


• Supporting the Finance Officer on preparation of year-end pack as well as schedules for statutory audit and monthly management accounts.


• Supporting the Finance Officer in arranging documents required by auditors during audit. Internal controls, Policies and Procedures.


• Providing support on enforcement of policies, procedures and internal controls by performing preliminary checks on whether transactions being processed are in compliance with policies.


• Checking that payment vouchers or requests are duly authorized by appropriate budget holders and to the right levels of delegation of authority.


• Checking that cheques/payment instructions have been signed by appropriate signatories and in line with set mandate.


• Checking that cheques/payment instructions are complete in all aspects before dispatch to payees.


• Ensuring controls are properly followed on custody of cash and other valuables including access to safe in line with policies.


• Ensuring that financial records are properly safeguarded in proper files and that any pull-outs/movements of documents are properly recorded for easy follow ups.


• Making payments of remittances in compliance with statutory requirements (taxation and pensions regulations) Finance systems.


• Recommending to the Finance Officer on need for additional codes that needs to be set-up in GAS (chart of accounts and analysis codes). This includes recommending for closure of some codes.


• Supporting the Finance Officer on appropriate accounting reconciliations in GAS (bank, debtors, control accounts, creditors, intercompany accounts, etc). This includes making appropriate adjustments to GAS based on results from the reconciliations.

Qualifications and Experience

• Bachelor of Accountancy Degree or equivalent accounting qualifications desirable.


• Minimum of 1-year post qualification experience in a busy accounting office.


• In-depth experience of financial transactions processing.


• Highly numerate with strong attention to details.


• Knowledge of accounting for non-profit organizations and financial management best practices.


• Excellent skills in examining supporting documentation to financial transactions. This includes good knowledge of key procurement stages and related documentation.


• Experience of using an accounting packages. Experience of using QuickBooks.


• Excellent computer skills, particularly Excel & Word (MS Office in general).


• Excellent task planning and prioritization skills.


• Ability to work under pressure.


• Strong knowledge of relevant tax laws and regulations.


• Experience in handling cash.


• Excellent skills in records management.


• Sober minded with good interpersonal skills.


• Team player.


• Ability to deliver tasks according to deadlines.


• Honest, mature, diligent, good attitude and commitment towards work.


• Good communication skills (oral and written).

DevCon is an equal opportunity employer; Women, Individuals from minority groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

DevCon does not tolerate (Zero Tolerance) sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination.
All selected candidates will, therefore, undergo rigorous reference and background checks.