Finance and Administration Officer - Restless Development

Duties and Responsibilities

Undertake daily, weekly and monthly Finance activities
-Ensure all cash and banks books, are up to date and that both cash book and bankbook in
-Financial Force.are a true record of financial transactions and any differences should be brought to the attention of Finance and Administration Coordinator(FAC) and Hub Director (HD)
-Ensure requisitions have been authorised by relevant staff according to their authorisation levels before payment can be made
-Ensure the safe keeping of accounting records at all times
-Ensure all transactions and accountabilities have necessary back-up documentation, have been properly authorised by relevant staff, stamp paid before entry into Financial Force.
-Ensure cash is kept intact in the safe for requisitions that have not been paid and that accountability receipts and cash returned by staff are agreeing daily with safe register and records
-Ensure all cash returned from accountability is duly receipted with copy attached behind the reconciliation, original to staff and carbon copy remaining in the receipt book
-Maintain a good filing system for all finance documents.
-Carry out cash counts every Fridays or on the last working day of the week with FAC and Hub Director
-Ensure after banking, all transactions are duly posted in Financial Force to ensure a timely update of all transactions in the accounting system
-Follow up to ensure Debtors/Creditors are kept to a minimum and ensure an update is sent to staff on a weekly basis and ensure all creditors are timely paid
-Undertake the weekly/bimonthly banking activities as may be agreed from time to time and collect cash from bank for various office requisitions.
-Participate in Bi-weekly budget tracking meetings and ensure feedback given before next meeting and liaise with FAC to incorporate in Quarterly budget reforecast
-Prepare monthly payroll and ensure it is reviewed/checked by FAC and approved timeously.
-Prepare NSSA and PAYE monthly returns and ensure it is reviewed/signed off by FAC and approved by Hub Director at all times.
-Support the FAC in the annual participatory budget development and re-forecasting processes by ensuring that accounting softwares data is timely updated/captured in the system
-Ensure all financial documentation for programme activities as well as other Field operations are duly received and posted in accounting softwares and inform FAC of any discrepancies noted if any. -Programmes float register, financial requests and accountabilities and a copy of the cash book should only be posted after checking by FAC and Management Committee members
-Support other regular finance operations as may be required including staff trainings as well as orientations/inductions
-Lead on annual supplier reviews and keep prices of major items as well as framework agreements for all suppliers as signed off by procurement committee from time to time.
-Resolve any issues in consultation with Program Quality Manager and FAC that may arise between suppliers and Restless Development
-Carry out any other duties that may be assigned to you by FAC
-Conduct yourself in a professional manner at all times

Office administrative duties/Support supervision
-Ensure all Office administrative records including among others: stock inventory records, staff leave requests and record forms as well as Staff medical update balances and provide a monthly report to FAC
-Ensure office communication systems such as notice boards, the telephone and internet systems are efficiently managed.
-Monitor and authorise Fleet usage i.e. ensuring vehicle logbooks are maintained and kept up to date by staff who drive Restless Development vehicles ,carry out weekly vehicle checks
-Assist in training of non-finance staff and volunteers in Restless Development finance procedures
-Ensuring all stocks are monitored (i.e. office supplies) and a stock register is maintained. Procuring general items and ensuring that the procurement policy is being adhered to by all staff.
-Maintaining and monitoring other admin records as guided by the Restless Development Zimbabwe Financial Procedures Manual
-Oversee maintenance of Personal Computers and other office equipment, including backing up and virus protection

Assist with Internal and External financial reporting:
-Ensure timely monthly cash and bank reconciliations and ensure they are ready for sign off.
-Alert Finance & Administration Coordinator of any discrepancies noted
-Assist in preparing donor financial reports as per scheduled timetable (Funnel).
-Participate in Internal and external audit as may be required from time to time and ensure that the audit checklist/requirements is prepared prior to Internal/external audit.
-Support other internal and external financial reporting as may be required from time to time.

Provide support to the Programmes Unit:
-Participate in finance trainings as may be required from time to time
-Participate in Monthly Programme Quality meetings as scheduled
-Ensure that all acquittals meets minimum standards in terms of receipts, registers, reports, supporting documents etc

Others:
Other duties as required, occasionally requiring work on weekends and holidays for which time off in lieu can be taken