CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Finance Assistant is responsible for ensuring that key financial policies (including payroll) are followed with regards to spending that is on-time, compliant with donor rules and in accordance with budget forecasts. By supporting colleagues in programs, s/he will ensure that spending is reviewed in ‘real time’ with costs that are charged correctly. S/he will also supporting in ensuring that all finance files are up-to-date with the correct supporting documents attached, and that weekly and monthly financial processes are followed. S/he will maintain high accounting standards, and support the Provincial Manager to ensure the liquidity of the provincial office.
SCOPE OF ROLE:
Reports to: Finance Coordinator
Staff reporting to this post: Nill
Close working relationships: Finance, HR, Program Operations
Budget Responsibilities: 0
KEY AREAS OF ACCOUNTABILITY:
Accounting & Financial Reporting: FT LOE 50%
• Preparing the financial reports(GLACOS) on a weekly basis and submitting to the Finance Coordinator for his/her review and posting into Agresso.
• Ensure required corrections and adjustments are identified and recorded in GALCOS and submitted to the Finance Coordinator for checking and posting into Agresso.
• Prepare and enter necessary accruals at each period end or at the end of an award and submit it to the Finance Coordinator for review and posting into Agresso.
• Ensure amortization of advances and expenses, and transactions are booked/allocated to correct codes.
• Preparation of cash reconciliations on a weekly basis.
• Preparation of weekly & monthly bank reconciliations and getting them signed by Finance Coordinator and HoO .
• Preparing all the bank and cash payments vouchers along with all the support documents, the bank & Cash transaction entry into GLACOS for FO Finance Coordinator review & posting into the system.
• Payment to suppliers & staff claims; check the support documents in compliance with SCI Policy.
• Make sure the timesheet allocation is prepared on a monthly basis.
• Assist the Finance Coordinator in providing inputs for the support cost for the budgets to the CO FP&A team.
S2P/ Account payable FT LOE 40%
• Processing Prosave Invoices after the SU07 & SU08 Approval by the Senior Finance Manager & make sure all relevant documentation is completed.
• Three-way match to ensure PO, GRN, and Invoice are matching, to avoid any Discrepancies.
• Correct the incorrect Tax calculation in Prosave and Agresso
• Extracting the Remittance from Agresso on a daily basis for further processing and posting into Agresso.
• Process SU011 reports from the system for suppliers' payments via Prosave and get the approval of the FO Finance Coordinator.
Miscellaneous FT LOE 10%
• Check all financial documents for suppliers' payments and staff claims before submission to the bank and make sure coding and costs are allocated in appropriate lines
• Check the bank details for all supplier documents before submission to the bank.
• Management of financial documents and archives.
• Record daily bank transactions.
• Work with the FO Finance Coordinator & head of office to conduct and record daily cash counts.
• Act as a member of procurement bid committees upon request, taking care to attend all meetings on time.
• Act as the Finance focal point for internal or external audits.
• Provide support to cash transfer programming where requested.
• Any other tasks assigned by the supervisor.
BEHAVIOURS (Values in Practice)
Accountability:
• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.
Collaboration:
• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.
Creativity:
• develops and encourages new and innovative solutions
• willing to take disciplined risks.
Integrity:
• honest, encourages openness and transparency; demonstrates highest levels of integrity
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
