Finance Assistant

The Finance Assistant provides technical, administrative, and financial support to ensure compliance with policies and procedures and to maintain the smooth operation of the operational base. Responsibilities include cash management, bookkeeping, budget monitoring, and supporting financial audits.

Responsibilities

• Manage the cash and maintain the cash book.
• Follow up and clear advances.
• Support filing and documentation.
• Record accounting operations.
• Prepare documentation for occasional IPR and rental income tax (IRL).
• Support filing of correspondence received and sent by the Finance department.
• Implement a supply management system for the Finance office of the Coordination.
• Prepare all correspondence related to account signatories and proxies for the SCI Kinshasa office.
• Prepare quarterly declarations of amounts paid to third parties and all legal administrative formalities for the Kinshasa office.
• Verify and declare quarterly amounts paid to third parties for all SCI bases.
• Ensure SESOMO provides declarations of IPR and contributions (CNSS, ONEM, INPP), verify, pay by bank transfer, and retrieve payment certificates for transmission to SESOMO for declaration.
• Provide all documentation related to taxes and duties paid and declared during audits by financial institutions DGI, DGRK, CNSS, etc.
• Support SESOMO in documentation related to annual tax and contribution declarations.
• Ensure compliance with codes used on documents for budget monitoring.
• Ensure compliance with expenditure authorizations.
• Prepare monthly cash requests for SCI Kinshasa.
• Prepare monthly confirmation of funds for the 2nd tranche.
• Enter invoices into PROSAVE after all verifications as per Prosave procedures.
• Maintain cash books for all currencies used, recording expenses and receipts as transactions occur.
• Prepare all fund transfer requests to the cash for current expenses.
• Perform daily cash counts.
• Make all payments in accordance with procedure manuals.
• Monitor receipt of funds in the CO bank account.
• Perform and monitor fund transfers to bases.
• Make all Prosave payments in Agresso with AP Cashier profile.
• Support Senior Finance Officer in monthly bank reconciliation when necessary.
• Verify and approve supplier banking information after checking criteria per Prosave procedure.
• Follow up on errors in banking information and ensure corrections.
• Ensure archiving of all correspondence addressed to Finance.
• Work with the Archives officer monthly to ensure archiving of accounting documents.
• Perform weekly account reconciliation under Senior Finance Officer supervision.
• Ensure all cash counts are performed.
• Grant advances to logisticians, program staff, and other team members.
• Record advances in an appropriate book.
• Ensure all advances are justified during the month of payment.
• Assign appropriate accounting codes to advances.
• File all accounting documents chronologically.
• Ensure each cash operation is supported by acceptable documentation.
• Support the team in searching and filing documents during internal and external audits.
• Perform any other tasks requested by management as needed.

Requirements

• A minimum university level (Graduat minimum) in the financial field is required for this position.
• At least 2 years of experience in cash management; administration/financial management in a similar position.
• Good knowledge of social legislation in the Democratic Republic of Congo.
• Ability to work under pressure and for long hours.
• Ability to adapt to changing situations.
• Experience working in humanitarian organizations is a plus.
• Fluency in spoken and written French.
• Good interpersonal skills.
• Ability to produce memos and reports based on established templates (desirable).
• Knowledge of English (desirable).
• Ability to work in a team and motivate colleagues (desirable).
• Good analytical skills and ability to explain facts and situations (desirable).
• Knowledge of techniques for managing mixed work teams (desirable).
• Flexibility, diplomacy, tact, and negotiation skills (desirable).

Skills

• Cash management
• Finance Administration
• Bookkeeping
• Budget Monitoring
• Financial Auditing
• Social Legislation Knowledge
• Report Writing
• Memo Production
• Teamwork
• Analytical Skills
• Negotiation Skills

Languages

French, English