Cashier/Accountant – Islamic Relief

Accounting and Finance

Islamic Relief

Internal/External

Vacancy Announcement

 IR/INT/EXT/VN/009.23

February 15, 2023

Post title:                        Cashier/Accountant

Report to:                       Finance Coordinator  

Duty Station:                Country Office, Addis Ababa

Salary:                            As per the organizations scale

Required:                      One

Duration                        One year with possible extension based on performance  

Introduction:

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

Job Purpose

The primary responsibility of the person should be handling finance matters related to the institutional donors. The main duties of the persons would include: 

1. Follow-up:     

·       Authenticate and properly scrutinize the Payment Request form and supporting documents,

·       Present payment request to Finance Coordinator for review and to Manager for approval,

·       Prepare Payment Vouchers and Cheque, Present cheque with the check stub and payment vouchers to Finance Coordinator/Financial manage for verification and PV approval,

·       Ensure no cheque is prepared without ascertaining the exact cash balance available in the accounts 

·       Control bank balances by writing cash balance on the check stab.

·       Maintain check register file on an excel sheet (soft Copy) and update for every check payment and reconcile this balance with the balance on the check stab. Print excel sheet monthly cheque register and attach with the final version bank reconciliation print out.

·       According to the balances shown on the register book and cheque stab , ensure timely transfer of cash from NR account to Bole Branch, and to field offices as per the request of the program department

·       Ensure timely replenishment of petty cash

·       Present cheque with cheque stabs and supporting payment documents to signatories for approval,

·       Ensure timely disbursement of cheques,

·       Ensure the copies of Cheques are signed by Payees,

·       Ensure payment Requests are signed by payees/delegates (cahiers) and receipts are collected,

·       Ensue that Logistician/assigned person/ signed the cheques register books/cash advance/cheque advance form   for collecting cheques.

·       Collect, keep and file receipts and pertinent financial supporting documents from recipient of the cheque, and by adjusting the stamp date and writing the cheque number on every settled document , use “PAID” stamp

·       Report to Finance Officer on documents outstanding for more than 4 working days after collecting cheques

 2. Settlement:  

·       Receive Payment requests, review completeness of the request form, follow up & collect receipts, ensure the genuineness of those receipts, 

·       Critically review telephone bills, check whether the receipt includes private calls, Communicate/report the findings on private telephone call to Finance Coordinator/Admin ass. Or OSM,

·       Allocate telephone expenses to the respective budget holders,

·       Notify significant deviations/variance to the concerned Department,

·       Stamp for documentation and attachments to Payment Requests/PCPVs/JVs

·       Compile and handover the receipt to Finance Officer for Journal Voucher preparation and proper coding.

3. Payments:     

Maintain and keep proper file for documents related to Orphan 1-2-1, Various Cheques and Petty cash payments

For 1-2-1 Payments :-

§  check and verify current payments against previous payments,

§  Based on the request from Orphan Dept. add new entrants and delete cancelled beneficiaries,

§  Prepare and keep  a complete list of beneficiaries,

§  Prepare cheque for monthly/quarterly payment,

§  Prepare letter and ensure that cheques and letters are timely signed and stamped

§  Send the cheque and letter to the respective Bank Branches.

§  Use and attach evidence for the Confirmation Report submission date exchange rate for payment to orphans

For cheques & Petty cash Payments:-

·       Check & verify Purchase/service request forms for authorization, budget and the  cost center to be charged

·       Check if budget availability is signed by responsible person

·       Prepare bank payment Voucher/PCPV as the case may be

·       Reconcile and count cash at safe on daily basis

·       Write the correct budget/accounting title, code /project name/code, on PVs/PCPVs etc. which must be similar with AX chart of Accounts

 4. JV Documentation :  

·       Ensure advance clearance forms and supporting documents are authorized by the supervisor,

·       Authenticate receipts upon collection,

·       Issue document clearance letter for staff debtors who settle their advances

·       Sort various financial documents in chronological order based on Voucher numbers,

·       Attach bank advices/CPO receipts with the respective letters,

·       Attach pertinent supporting documents, Stamp and complete document numbers,

·       Before posting to the AX system, Present for checking and initial and approval,

·       File & hand over documents in sequential order and present to finance officer for recording.

·       Ensure documents are properly coded, checked and approved before filing

·       Ensue monthly collection of bank statements, Financial Documents from Project Office, Review the completeness and acceptability of these documents and file & hand over to FO for further review & final approval for posting

·       Ensure existence/renewal of contracts before effecting payments,

·       File financial documents on sequential and daily basis,

 5. General Job requirements:

·       Be honest , ethical and committed

·       Be pleasant with others on the job and displaying a good-natured, cooperative attitude.

·       Be reliable, responsible, and dependable and fulfilling obligations

·       Maintain composure, keep emotion in check, controlling anger, and avoiding aggressive behaviour even in a very difficult situation.

·       Give attention to details in completing assigned tasks.

·       Be sensitive to others’ needs, feelings and being understanding and helpful on the job

·       Be social oriented, resolve customers’ complaints.

 6. Any other assignment given by the immediate supervisor

Personal Specification

Formal Education/Qualification

• Bachelor’s degree or Diploma in Accounting from the recognized university.  

Work Experience

·       2/3 years of professional experiences in humanitarian sector; INGO experience is preferable.

Required Skills/Competencies

• Proven skills and knowledge in AX System
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders
• Good verbal and written communication skills in English
• Good organizing and planning skills
• Ability to manage a complex and demanding workload with flexible behaviour
• Commitment to humanitarian principles and action
• Willing to travel to the field offices to provide support to the field team in their compliance with donor regulations

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions.  With a zero-tolerance approach Islamic Relief have a number of related policies which also describe standards in behaviour expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity. 

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