• Preparation of bank and cash paperwork before weekly payment runs.
• Ensure that all transactions are documented, approved and recorded, accompanied by appropriate supporting documentation and take appropriate action to obtain missing documentation
• Maintain petty cash ledger and prepare petty cash replenishment
• Prepare cash vouchers for cash collected and deposited into bank account
• Ensure that all cash at hand must be locked in a safe at all times.
• Maintain safe ledger.
• Prepare cash receipt vouchers for cash returned.
• Ensure cash and bank records are in compliance with FZS financial policy and procedures
• Adherence to allowance, advances, per diems policy

Staff Imprests/Expenses/Loans

• Maintain imprest request / personal expense claim and retirement records in soft copy, compile and check hard copies for authorization
• Check all entries on a weekly to monthly basis and ensure entries are also checked by an FZS Project Manager/s and/or Technical Advisor/s.
• Monthly review of all staff accounts on Abacus.
• Train and monitor staff re imprest requests, management and retirements thereof
• Manage staff loans and repayments

Accounts Receivable

• Ensure all re-charge invoices are raised within the month of cost, approved and sent to the external or internal client.
• Record and update Sales invoice tracking list on monthly bases.
• Chase outstanding debtors weekly whilst ensuring that good relations are maintained

Stores and stock control

• Assistance with procurement according to FZS and donor procedures
• Goods received / delivery note checking
• Maintenance of FZS stores records, including workshop and DNPW Project, sponsored equipment, through stock card management
• Input and update fuel analysis records
• Consolidate vehicle logbook data and present results to relevant manager monthly
• Manage Project vehicle fleet road tax, insurance, and fitness and ensure up to date at all times
• Work closely with Technical Operations Manager on physical counting of assets, stocks, and property
• Prepare a stock count report on a monthly basis
• Manage, maintain and update fixed asset register
• Manage ration procurement and management
• Other administrative tasks as requested

 Month-End Tasks, Reporting, and Recording

• Ensure that allocated service codes are in agreement with Project Managers’ approval and the organization’s chart of accounts and that all documents are posted to the accounting package with detail and accuracy.
• Ensure that data is posted on ABACUS on a weekly basis and that the financial information is processed accurately and reliable reports are generated.
• Ensure that internal financial reports are generated accurately and disseminated as per the timetable.
• Assist the Chief Accountant with intercompany transactions.
• Perform systems analysis to identify any irregularities (such as wrong posting) and propose immediate corrective actions to the Chief Accountant
• Ensure that soft copy and hard copy month end closing packages are signed, dated and filed properly and done within the due dates
• Support reporting requests from and regularly liaise with Chief Accountant
• Document filing with appropriate supporting documentation; maintenance of separate files for sequential payments of bank and cash transactions in respective currencies, for imprest request and retirements, employee loans, HQ project advance requests, donor contracts as well as purchase orders, goods received notes, goods issue notes, VAT exemptions, and equipment donations and disposals; and in addition a file detailing all ledger adjustments will be maintained, that includes explanation and authorisation by a Project Manager, Regional Coordinator, or Chief Accountant

• Support annual audit process. Retrieve documents needed for audits when requested.
• Assist Human Resources and the chief accountant with the monthly payroll and maintain employee files on all staff in the project area. Verify the staff register and leave spreadsheets etc.
• Adherence to third-party donor grant agreements and guidelines
• Liaison, reporting, fulfill obligations to CA for ARO/HQ reporting

• Tertiary level qualification
• 5+ years’ experience in a bookkeeper role
• Experience with computer software (including accounting software)
• Fluent written and spoken English
• Organised and ability to be able to prioritize
• Ability to demonstrate high degree of attention to detail, accuracy, and integrity
• Willingness to work in remote area with limited access to amenities
• Willingness to work with an international team
• Show high flexibility and willingness in carrying out other support duties as requested by management, thereby ensuring efficient running of project activities.

Qualifications and experience – desired

• Experience working with NGOs and donor-funded projects

• Integrity: Maintains high ethical standards, both personally and professionally, show integrity and fairness in dealing with others

• Teamwork:  Co-operates and works well with others in the pursuit of team goals: shares information, supports others. Contributes effectively towards the organization’s goal or towards solving problems/conflicts even when topic involved does not directly serve one’s own interests

• Systematic working patterns: Structuring one’s work in an orderly and transparent manner, carrying it out with an eye for detail and accuracy  

• Problem analysis: Pointing out problems, recognizing important information, tracing causes of problems

• Flexibility: Adaptable, receptive to new ideas, willing and able to adjust to changing demands and circumstances