Assignment:
The Cashier (Cash & Bank) is responsible for the security handling, disbursement, and recording of cash and bank transactions in compliance with organizational policies, donor requirements, and applicable laws.
The role ensures accurate cash management, proper documentation, and timely processing of payments, while maintaining strict adherence to internal controls and segregation of duties.
SUMMARY OF RESPONSIBLITIES
. Cash and Bank Management
- Maintain secure custody of cash-on-hand, cheque books, and bank instruments.
- Process cash payments, bank transfers, and cheque payments strictly based on approved Payment Vouchers (PVs) and authorized signatories.
- Ensure no payment is made without completely supporting documentation and approval.
- Maintain daily cashbook records and ensure they are accurate and up to date.
- Conduct daily cash counts and reconcile physical cash with records.
- Immediately report any discrepancies to the Finance Manager.
- Ensure compliance with cash holding limits as defined by organizational policy.
B. Payment Processing
- Prepare payment packages for review, ensuring:
- Completeness of documentation
- Valid approvals
- Correct payee details
- Execute payments only after verification and approval by authorized personnel.
- Maintain proper filing of all payment vouchers and supporting documents.
- Ensure proper acknowledgment of receipt for all cash payments.
C. Record Keeping and Documentation
- Maintain accurate and complete cash and bank files, including:
- Payment vouchers
- Receipts
- Bank statements
- Transfer confirmations
- Ensure all documents are properly filed, labeled, and accessible for audit.
- Support the Finance Officer in providing documentation during audits and reviews.
D. Reconciliation Support
- Perform daily cash reconciliations.
- Assist the Finance Officer in monthly bank reconciliations by providing required records and clarifications.
- Identify and report discrepancies for investigation.
E. Tax Compliance Support
- Deduct withholding taxes (WHT) from applicable payments in line with national tax regulations.
- Prepare and maintain tax deduction schedules and supporting documentation.
- Facilitate timely deposit of withheld taxes to relevant authorities as instructed by the Finance Officer.
- Maintain proper records of tax receipts and filings.
- Support finance team during tax audits and compliance reviews.
F. Internal Controls and Compliance
- Ensure strict adherence to segregation of duties, including:
- No authority to approve payments
- No authority to post or approve accounting entries
- No authority to verify budgets
- Ensure all transactions comply with:
- Organizational financial policies
- Donor requirements
- Applicable laws and regulations
- Immediately report any suspected fraud, irregularities, or misuse of funds.
- Cooperate with internal and external auditors and provide required documentation.
G. Support Functions
- Provide guidance to staff on cash handling procedures and documentation requirements when needed.
- Assist in financial reviews, spot checks, and monitoring activities as requested.
