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Finance Coordinator Assistant
MSF - Holland Department, Islamabad
Apply By Nov 26, 2021
Job Description (total positions: 1, posted on: Nov 16, 2021)

General Finance Duties:

  •  Ensure confidentiality on all cash / finance issues related to MSF
  •  Know perfectly, respect, and ensure strict compliance at any time with MSF standards :
  1. MSF chart of accounts
  2. MSF financial guidelines, policies and procedures
  3. MSF standards for accounting quality (paper and electronic)
  4. MSF purchasing / validation / payment procedures for the mission.
  5. Cash security rules for the mission (cash holding limits for safe and petty cash, security envelopes, cash movement, currency exchange, advances)
  • National tax regulation and other legal requirements from the local government

Daily Book Keeping:

  • Ensure quality and accuracy of data entry in Unifield for all journals managed: daily encoding, consistency with receipts, accurate use of chart of accounts, respect of standard encoding guidelines for descriptions, etc.
  • Ensure that all vouchers are in accordance with MSF OCA standards, properly presented and stamped, include all relevant & required validation signatures and supporting documents.
  • Ensure strict compliance with cash control procedures for each cashbox / currency: cashbook updated immediately at every single transaction IN/OUT, daily cash count, weekly cash inventory including reconciliation with Unifield entries.
  • Strictly follow cash security rules.
  • Investigate any cash discrepancy, report to Finance Coordinator if cause not identified.
  • Report immediately any litigious / suspicious voucher / receipt / document to the Finance Coordinator.
  • Ensure proper filing and archiving of all accounting documents, according to MSF OCA standards
  • Implement feedback and recommendations received from FAM and Finance Coordinator, provide required information when vouchers are incomplete or invalid.
  • Monitor cash balance levels, anticipate short-term needs (payments, advances) and request relevant cash transfers or withdrawals to Finance Coordinator to avoid any shortage.
  • Ensure follow-up of all cash advances, ensure that advance book is always updated immediately, and issuance and settlement comply with procedures.
  • Follow-up closely refunds to be claimed & reimbursed (private phone calls, food expenses, etc).

Monthly Closing:

  • Prepare all journals managed directly for monthly closing, respecting deadlines.
  • Check all entries against vouchers, prepare all original paper accounting documents, including reconciliations and printing of all journals.
  • Complete cash inventory.
  • Ensure timely monthly scanning and transmission of electronic copies to HQ for the whole mission.

Support to Projects:

  • Review and send feedback to Finance Assistants on all BKK softcopies submitted to coordination, with respect to conformance with MSF policies and procedures.
  • Check every single voucher from the project and verify completeness of monthly bookkeeping hardcopies sent to capital, send feedback to each Finance Assistant in case vouchers are incomplete or invalid, request corrections and missing documents
  • Regularly visit the projects, providing coaching and guidance, following the field visit plan agreed with Finance and Accountancy Manager and Finance Coordinator, write field visit report, act as a back-up of Finance Assistants during their absence if requested.
  • Provide guidance to Finance Assistants on questions related to accounting procedures and tax compliance.
  • Report issues and improvement needs to the Finance Coordinator.

Tax Compliance:

  • Perform correct calculation and declaration of all relevant taxes according to local legal obligations and in the requested formats (social contributions, employer charges, taxes on services, VAT, import duties, licenses, etc), ensure timely payment and proper filing of all tax-related documents (including periodic declarations / supporting documents / proofs of payments).
  • Prepare and issue tax deduction certificates to staff and vendors.

Audit:

  • Input, review and ensure the accuracy and quality of the UF entries / import files on a regular basis.
  • Review rental and service contract agreements before approval by relevant coordinators and give feedback to take necessary correction,
  • Review receipts/invoice and related supply documents before approval by relevant coordinators and inform to Finance Coordinator if any misappropriation
  •  Maintain responsibility within the mission for the annual preparation of the trial balance and any associated reconciliation to Unifield for external audit purposes.
  • Create and maintain all balance sheet as well as any associated bank reconciliation / foreign exchange transactions as required for external audit purposes.

Bank Management:

  • Upload on-line payments and prepare cheque payments, transfer requests and bank reconciliations for all bank accounts directly managed.
  • Perform currency exchange transactions to ensure availability of cash, after approval by Finance Coordinator and according to the country exchange policy.
  • Prepare transfers to projects according to need.
  • Manage local bank accounts and oversee relations with the local bank(s)
  • Check bank balances and warn the Financial Coordinator as soon as an extra transfer becomes necessary.
  • Update the Finance team on any changes in the services or requirements from the bank.
  • Assist in preparation of bank signatory addition/removal documents, submission and follow up with bank about status.
  • Liaise with the external audit firm during the course of the audit; ensure all required documentation supplied to the auditor under the supervision of the Finance Coordinator and FAM as designated.
  • Response any query related to payment and taxes to vendors.

Required Skills

Bookkeeping, Monthly Closing, Compliance,

Industry
N.G.O./Social Services
Category
Accounts, Finance & Financial Services
Job Type
Full Time/Permanent ( First Shift (Day) )
Gender
No Preference
Minimum Education
Masters
Degree Title
ACCA, CA, ICMA Master in Accounting & Finance or related field
Career Level
Experienced Professional
Minimum Experience
2 Years(Minimum 2 years’ experience in Accounting & Auditing preferable INGO/Audit firm)