Mission(Job Summary)

The Cashier/Admin Assistant is working under the supervision of the Operations Manager  based in Gambela .

The Cashier/Admin Assistant will act as the focal person to maintain the accuracy of the field’s accountancy documents to level of h/her responsibilities, HI internal procedures and donor’s requirements.  And also ensure that the country’s legal framework is respected and that the administrative and Financial framework defined in the program is applied in terms of both Human Resources, Logistics and Finance, with the constant aim of defending the association’s interests and ensuring the correct utilization of resources.

RESPONSIBILITIES

 1.     Be responsible for proper cash flow management

·     Make payments (cheque or cash) following approvals and organization’s rules

·     Check that all payments, travel advances, staff claims, journals and purchase/work orders have complete, bona fide, and legitimate supporting documentation and all transactions are properly authorized before payments are done

·     Verify the amounts, description, period, name, etc. of bills and supporting documents

·     Settle timely the Advance taken for activities

·     Make sure that enough cash is available in the cash box at all times

2.     Be accountable to the accuracy and consistency of Gambela project office accountancy

·      Record transactions on log book and excel journal on a daily basis

·      Make a weekly cash count on Fridays

·      Send a copy of the log book and excel journal records to Addis Finance Team to on a weekly basis

·      Incorporate all the corrections communicated

·      Prepare the commitment authorization and get it signed by the responsible person on time

·      Send the compiled monthly accountancy to the Addis office while ensuring all HI rules are adhered to before the 5^th of the next month.

·      Scan and share the monthly hard copy accountancy to Program Accountant by before the 10^th of the next month

3.     Prepare/Assist the field payroll and share it with capital in advance for validation

·      Assist as  needs arises, the payroll summary table in agreement with their contractual terms and make payments of staff salaries into their designated accounts after approval of the payroll summary sheet by the Capital.

·      Pay out the required statutory deductions from employee salaries and remitting the same to the authorities within the set deadlines.

4.     Vehicles related activities

·        Check that drivers are filling the Log book properly in the absence of Log officer

·        Follow up the supply of fuel for the vehicles and consumption

·        Monitor the use of vehicle

·        Consolidate the monthly vehicles report and send to Log/Admin Officer in Gambela before the 5^th of the next month

5.     Manage general services (offices, accommodation and storage facilities) and daily use of equipment

• Manage the fitting out, servicing and maintenance of the premises and equipment
• Make sure that internet, telephone, water & power supply is available and functional in all premises in Gambela zone and is responsible to maintain and provide solution when there is a problem

Job Requirements

• Minimum of Diploma in Accounting, Supply chain management, Economics, Management
• With minimum of two years’ experience in an NGO Environment
• Experience in Handling cash and accountancy record (Book keeping part) with some logistics activities exposure will be an asset