Job Title: Office and Finance Assistant
Classification: Program Assistant
Department: Finance and Administration
Immediate Supervisor: Finance and IT Senior Assistant
Overall Supervision: Office Director Summary of Job Description: This position has primary responsibility for imprest fund cashiering and voucher preparation, as well as assisting with equipment service and maintenance needs. Tasks and Responsibilities: • Conducts daily cash counts of imprest (petty cash) fund;
• Ensures that all petty cash expenditures are made in a timely manner;
• Prepares and follows up for proper approvals all petty cash expense vouchers;
• Provides weekly and as requested reporting on petty cash expenditures to finance staff;
• Ensures accuracy in petty cash vouchers and backup and allocates courier, telephone bills and supplies to projects;
• Prepares payments for supervisor review and Office Director or Country Director (CD) signature;
• Generates payments (via check, cash, or wire transfers) for approved vouchers or purchase orders;
• Assists the accountant in coordinating with HQ finance staff to prepare requested documentation for AMIDEAST’s annual financial audit;
• Assists the accountant in entering vouchers daily into an automated accounting system (Deltek CostPoint), after ensuring that account numbers and project numbers are active;
• Assists the accountant in verifying EL income vouchers and petty cash expense vouchers against receipts and vouchers on a daily basis, and prepares funds for deposit;
• Assists the accountant in working with HQ finance staff to update the accounting software with new account and project numbers;
• Oversees maintenance of office equipment including, but not limited to, the generator, photocopiers, water pumps, phone system, cars, fire extinguishers, and smoke detectors;
• Organizes and develops (where necessary) usage logs and service manuals for all capital equipment to assure proper use and maintenance;
• Inspects cars on a daily basis at the end of the expeditor’s shift;
• Assists with clerical and mailroom activities, including photocopying, distributing incoming mail and courier, and responding to general phone inquiries;
• Backstops the admin assistant as needed;
• Backstops the accountant as needed; and
• Other related duties as necessary and as assigned by supervisor and office director to assure the proper administration of the office. Qualifications:
Required:
• Bachelor’s degree, preferably in Accounting;
• Excellent computer skills, with proficiency in MS Office Suite;
• Careful attention to detail;
• Excellent English language and Arabic language skills;
• Ability to multitask to meet deadlines;
• Ability to work flexible hours, for example 8 A.M. to Noon and 4 P.M. to 8 P.M.;
• Ability to work in an international team environment; and
• Strong communications skills and interpersonal skills. Preferred:
• Work experience in an NGO, or private corporation;
• Minimum one year professional work experience directly involved in field of business, customer service or marketing; and
• An ITP TOEFL score of 550 or higher. Understanding:
This description is not intended to be all-inclusive, and the incumbent will perform other
reasonable business-related duties as assigned by his/her supervisor, when necessary. AMIDEAST/Yemen reserves the right to change duties and responsibilities as the need arises.
Application Process Interested candidates should apply online at www.yemenjobs.org by October 30, 2013.The online application requires the submission of a statement of interest, a resume, university certificate, and two letters of recommendation.
NOTE: Applications for this job are not through Yemen HR website. They should be sent to the address mentioned above in the announcement itself. Please review the ad and follow what the "Application process" or the "How to apply" section says. |