Major Roles and Responsibilities:

• Preparing and maintaining all office level financial records including preparation of vouchers, handling cash, dealing with bank.
• Book-keeping and safe keeping of financial records and files.
• To ensure the following:
• Costs and calculations are properly checked before payment is made.
• Disbursement are duly authorized and approved by the concern staff only.
• Payments are made against original bills /invoices only.
• Making sure that payment made are genuine and office rules have been followed before the payment is made.
• Summarizing the payments and preparing vouchers.
• Maintaining daily Petty cash and preparing summary of cash activity at the end of each day.
• Posting bank, Cash, Journal vouchers in the books of Accounts and “ACCPAC International Accounting” software.
• Maintaining a detailed record for staff Operational and Personal advances.
• Maintaining a price file containing quotations showing current prices of all items which are regular use and are purchased frequently.
• Prepare bank cheques and prepare bank vouchers.
• Dealing with banking channels and maintaining good terms with related banks.
• Preparing Cash demands in co-ordination with office incharge and finance manager in time to meet the cash requirements of the office.
• Deduction and submission of Income Tax from Suppliers and staff, e-filing of tax statements.
• Preparation payroll.
• Fund Management.
• Donors’ Reporting.
• Conduction of Audit
• Preparing monthly financial reports which are as follows:
• Preparing Adjusted Trial balance.
• Bank Reconciliation, reconciling subsequent position showing in trial balance and Financial reports.
• Preparing budget of location on quarterly basis and preparing total spending of Programs operating at location and coordinating with relevant managers for over or Under spending and finally reporting to finance manager and donors.
• Preparing the aging analysis of Payables and receivables and preparing the ledgers of creditors and debtors.
• Deduction of Income tax at source from suppliers and deposited into treasury within a Week and preparing the aging analysis of income tax deduction and reconciling with trial balance.
• Preparing and maintaining Bank book, cash book, and cash flow statement on daily and monthly basis.

Duties as an admin Officer:

• Admin Reporting
• Vehicle management
• Procurements
• Event management
• Inventory Management
• Maintenance leave record
• Follow ups Medical claims
• Liaison with Zonal offices, Donors, auditors etc
• Supervision of support staff.

HR Focal Person as well at Location:

• Understanding of HR related policies and procedures
• Ensure availability, provision, easy access of HR policies and rules to location staff
• Ensure timely submission of Leave Reports to HRD
• Submit health claims of staff members along summary list of claims to HR Section.
• Submit documents of staff in case of any changes in personal record, education, family status (Parents, Spouse, Children) etc
• Submit receiving of documents like Extension Letter, probation extension/confirmation letters, transfers letters, salary revision letters, contract closure letters, hand/take over letters, of location staff to HR Section.