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Office Administration
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- Assist in service contracts expiry monitoring and update Support Coordinator when necessary.
- Assist Support Coordinator in ensuring Geneva Call premises are well managed and maintained.
- Assist and participates in the audits (annual organization audit, as well as donor’s audits, or audits requested by authorities if existing);
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Logistics
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- Assist Support Coordinator in ensuring procurement processes are managed transparently and timely and recorded according to Geneva Call and donor’s procedures;
- Manage inventory (asset register), update and share with Support Coordinator on monthly basis and when needed;
- Making sure office supplies are available such as stationery, drinking water, tea/coffee.
- Manages flights bookings for field or HQ movements;
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Cash Flow Management
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- Manage the cash payments made locally (petty cash management);
- Keep the mission petty cash books updated, including a weekly availability cash check;
- Assist in monthly treasury forecast and cash request in coordination with Support Coordinator.
- Facilitate withdrawal/banking transactions including requests for wire transfer to other offices;
- Review purchase requisitions, request for payments, reimbursements and liquidation;
- Ensure cash payments;
- Prepare cash requests in coordination with the head of mission;
- Ensure all tax payments are deducted and filed to the relevant tax authority
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Accounting
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- Assist in checking the registration and encoding of all the petty cash transactions, according to the internal procedures;
- Verify all the support documents of the petty cash transactions and the availability of funds on donors budget;
- Assist in providing a monthly financial report, including the expense proofs;
- Archive all financial documents;
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Book-Keeping
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- Verify the registration and coding of all financial transactions in accordance with financial procedures;
- Enter all transactions items according to the chart of accounts;
- Consolidate all liquidations of the monthly operational expenses;
- Weekly review of the liquidity based on the cash position;
- Scan all supporting documents and send them electronically to Headquarters;
- Ensure the archiving of all approved and registered financial documents;
- Assist the auditors for the annual audit, donor’s audit and audit of the tax authorities
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Controlling & Reporting
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- Provide regular information to the Support Coordinator on the state of finances;
- Prepare and update budget monitoring documents on monthly basis;
- Prepare monthly financial reports and present them to the Support Coordinator for validation;
- Ensure all donor requirements and conditions are strictly followed;
- Assist in the consolidation and finalization of annual country programme budget;
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Human Resource Tasks
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- Monitor the contracts (staff and consultants) end dates and inform the Support Coordinator in advance on those with immediate expiry.
- Assist in timely, transparent hiring processes for any new job opening by delivering adverts to HAC for approval and posting it on public boards;
- Assist in monitoring, recording and update HR database when necessary;
- Manages staff attendance, leaves and report to the Support Coordinator regularly with updates;
- Resolve issues and concerns pertaining to staff queries on their leave balances
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Other Tasks
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- Any other task as requested by Finance department or Support Coordinator.
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