Finance & Operations Assistant
- Location:
- Salary:negotiable
- Job type:Full Time
- Posted:52 minutes ago
- Category:Accounting & Finance
- Deadline:January 17, 2025
Finance & Operations Assistant
About Americares
Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches more than 90 countries, including the United States, with life-changing health programs, medicine and medical supplies. Americares is the world’s leading nonprofit provider of donated medicine and medical supplies. For more information, visit americares.org.
Location : Monrovia
Length: 12 – months with possibility to extend based on performance and budget
Department: Finance Department
Reports To: Finance Manager
Position Summary:
The Finance and Operations Assistant will support the Americares Liberia Country Office by ensuring proper documentation, recording, and financial management of all projects, program, and non-programmatic activities. The role will also be key in maintaining compliance with financial regulations and ensuring transparency, accountability, and accurate reporting of all financial transactions. The staff focus will essentially be to provide supports to existing programs Logistical needs; and help maintain all Americares equipment in good working condition for smooth operations of Americares Liberia Programs.
Duties and Responsibilities:
Petty Cash Management: Prepare petty cash vouchers and send them over to the petty cash custodian for Payment.
Ensure that petty cash transactions are booked instant as well as always ensuring the availability of petty cash.
Remittance of Withholding Taxes: Remittance of monthly withholdings to LRA (Liberia Revenue Authority) and NASSCORP
Monthly Financial Reporting: Prepare Disbursement Voucher and Post all entries into QuickBooks.
Maintain a good filing system that provides easy reference to documents at any given point.
Input payments in online banking platforms (Ecobank Omni Platform, Orange Mobile Money and Lonestar Cell Mobile Money) ensure that they are properly authorized and reconciled monthly.
Scanning of all Financial Documents and Upload on SharePoint.
Assist in liaising with Liberia Government on subjects relative to labor law (Registration, Accreditation and tax Clearance)
Review of Field Activity Financial Documents:
Assisting in reviewing field activities financial documents (Hotel Receipts and Clearing of Staff Travel Advances on a timely Basis).
Operations:
Assist/support the Finance Manager to coordinate and ensure compliance with Americares procedures for all operational functions in the Country office, including facilities, travel and transport, control system for office supplies and security.
Work closely with the Finance Manager and Procurement staff to ensure monthly and quarterly procurement of office and facility supplies, including vehicle and generator fuel, according to strict adherence to procurement rules and procedures.
Work closely with the Monrovia based driver in the management of Vehicles, including dispatching field vehicles, ensure fleet maintenance records are kept in order and close monitoring of the vehicle’s maintenance
Help ensure that vehicles fuel consumption is carefully recorded and accounted for by drivers.
In partnership with the warehouse Assistant, ensure proper tracking and update of all Americares assets assigned to staff and located across office.
Liaised with Programs/ Management in coordination with Finance Manager to ensure that items requested are valid available and budgeted for.
Coordinate office maintenance and ensure facilities are in good working conditions.
Support in making travel arrangements for international staff, including flight bookings, accommodation, and visas.
Supervise and manage the daily activities of drivers to ensure timely and safe transportation.
In partnership with the Finance Manager, supervise drivers, document their performance, provide feedback, and recommend to the P&T representative any needs for improvement.
Ensure timely renewal of Americares Liberia’s business registration, tax clearance certificates, and other statutory documents.
Oversee the registration and annual renewal of all organizational vehicles, ensuring compliance with local transportation regulations
Other duties related to Country office management operations as required to maximize program outcomes.
Americares Values:
We Ask and Listen to Create Sustainable Solutions for A Healthier Tomorrow
We Create Global Community Treating People as They Want to Be Treated
We Respond Effectively and Responsibly, Putting Plan into Practice
We Embed Ethics and Equity in Our Work and Workplace
We Are Better Together, Partnership Is at Our Core
We Commit to Quality, Growing and Improving to Ensure Individual and Communities Thrive
Skills, Experience, and Qualifications
“Bachelor’s degree in accounting, Finance, A degree in Accounting or Finance is preferred.”
Experience in Financial Processing:
“2+ years of experience in Accountant and Finance
Microsoft Skills:
“Proficient in Microsoft Word, Outlook, Excel (intermediate to advanced skills, including pivot tables and VLOOKUP), and QuickBooks. Familiarity with other financial software is a plus.”
Attention to Detail:
“Strong attention to detail and accuracy, particularly in financial documentation, transaction processing, and reporting.”
Willingness to Learn:
“A willingness to learn and adapt to new financial systems, tools, and best practices in an international NGO context.”
Organizational Skills:
“Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and ensure compliance with deadlines and reporting requirements.”
Interpersonal Skills:
“Excellent interpersonal skills and a demonstrated ability to establish effective working relationships with internal teams and external stakeholders at all levels.”
Ability to Prioritize and Collaborate:
“Ability to prioritize tasks, meet deadlines, be proactive, and work collaboratively as a team player while maintaining high standards of accountability.”
Integrity and Honesty:
“A high level of integrity and honesty, demonstrating ethical decision-making and compliance with the organization’s financial policies and regulations.”
Americares is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, sexual orientation, gender expression, pregnancy or pregnancy-related condition, age, national origin, ancestry, physical or mental disability, genetic information, marital status, veteran status, or any other characteristic protected by law.
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