Finance Assistant – Documentation and Digital Archive

Job Description

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

Accountabilities and MAIN WORK ACTIVITIES

• Responsible for filing financial documents sequentially for easy access and traceability.
• Facilitate and provide sample documents selected by PWC audits, Donor audits, statutory audits, etc.
• Responsible for Follow up of documents picked for Audit and ensure properly re filed to their initial location
• Responsible for Liaising and facilitating with the sub office to provide documents required by Auditors.
• Responsible for all documents to put paid stamp & Donor stamps to be aligned with Plan International & Donor Compliance.
• Responsible to scan all financial documents and store digitally on the provided Cloud storage.
• Responsible to check all financial documents accuracy and comprehensive, with accompanying /Supporting /documentation and neatness.
• A focal person with documents required from Program Areas whenever requested by external & Internal Auditors.
• Check all financial documents are reviewed and approved before payments are filled or documented.
• Responsible to keep confidentiality of all financial documents.
• Ensure the archive room is nit and clear any time.
• Responsible to provide immediate response for any financial documents related queries.
• Do a reconciliation of Physical financial documents against the system record and report if there is any variance.
• Review System recording on weekly bases, alarm other finance unit to submit the document to file and avoid any accumulated backlog task.
• Critically check all JV related documents, ensure the completeness of documents before moving to permanent file.
•  Responsible to collect all supporting documents of monthly reports from Country office and Program Area, archive on Cloud storage in traceable way.
• Responsible to accept any financial document request by internal & external requester in standard and manageable way.
• Dealing with Problems:
• High level flexibility, performing with a minimum supervision and team working is required.
• This position requires rapid solution providing, recommending and problem solving.
• Support the Program Area Finance Officer in paying tax issues to the relevant tax authority.
• Keep filling systems in which documents could be readily available, easily traced and ensure that all documents fulfil the appropriate source documents
• Support other staffs on finance related issue
• Support the Program Area Finance Officer in Audit Facilitation.
• Others as need arise and instructed by immediate supervisor.

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/ experience essential:

• A minimum of BA degree in Accounting/Business Management & related fields with 2-5 years of practical experience in Finance area.
• NGO experience is plus.
• Safety issues in cash management.
• Best way of handling transaction.
• Bookkeeping and interpersonal skill.
• Basic computer skill to process various document settlements like Excel.
• Ample knowledge of currency denominations and counting.
• Advanced computer skills, especially in Excel, Word and use of email.
• S/he must be committed and willing to work under stress environment and should perform tasks independently.

Location: Benshangul, Assosa

Type of Role: Finance Assistant – Documentation and Digital Archive

Reports to: Finance Officer

Grade: B2

Closing Date: October 13/2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.