FINANCE KEY AREAS OF ACCOUNTABILITY :
- Checks and makes cash and bank payments in line with SCI policies;
- Managing petty cash on daily basis and conduct petty cash count daily/weekly and monthly;
- Data entry of VAT Claims for Rwanda Revenue Authority Refund on monthly basis;
- Register all approved transactions into GLACOS/AGRESSO on a weekly basis;
- Facilitate external audits by providing all required information to the auditors;
- Assign paid stamp to all payment sheets on a monthly basis;
- Maintain and update the field office payment documents hard copies filing system;
- Ensure all payment vouchers are scanned and methodically filed quarterly in the online shared drive within 30 working days after the end of the last month of a quarter;
- Facilitate external audits by providing all required information to the auditors;
- As staff of humanitarian emergency field office, the role holder may work outside the normal working hours;
- Perform any duty as requested by his/her line manager.
Responsibility for resources:
Ensure that the cash and cash equivalents and financial records are safeguarded and utilized in the intended manner.
Finance role Performances Indicators
- Timely payment of all requests
- Timely and accurate data entry in GLACOS/AGRESSO
- Maintenance of proper and accurate financial records
- Timely VAT Claim
Key Areas of Accountability
General Administration:
- Co-ordinate and monitor usage of water and Electricity, by ensuring that equipment’s are working well and promptly report any malfunctions/repairs needed, and supplies replenished promptly.
- Ensure the front desk is always kept presentable and ensure external guests are promptly attended to.
- Receive SCI staff visiting and provide workspaces and supplies as maybe required
- Co-ordinate and monitor usage of all office equipment & supplies by ensuring they are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise.
- support during events , booking venue/ and ensuring action points are shared in good time
- Disseminate formal communications to staff as directed Manager
- Take minutes of general staff meeting as directed Manager, track actions and key dates
- Carry out the filing of relevant materials and documents
- Supervises cleaners to ensure office premises are well maintained, and entrances locked after working hours
- Ensure required cleaning items are always available
- Ensure field office has sufficient supplies (consumables, stationery & equipment etc)
- Perform other duties and responsibilities as assigned by Line Manager
- Ensure that Temporary workers, manpower and other services providers invoices are promptly processed and paid in a timely manner in accordance with SCI internal rules
- Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.
Store Management:
- Assist in managing stationery items and consumable stores effectively and efficiently
Travel Arrangement:
- Support in coordinating requests from team members/visiting staff for hotel booking.
- Liaise with the required hotel facilities to find the best options available and ensure value for money
Working contacts:
- Internal: Regular liaison with various teams in the CO and other field offices
- External: Contact with visitors, hotels, travel companies etc
Administration role Performances Indicators
- Water and and Electricity are always available and equipment well maintained
- Hygiene and cleaning items always available
- Premises and environs are clean and well maintained
- Stationaries and other utilities are always available.