Post Title: Number of Vacancies: Finance Assistant One (1)
Duty Station: Coordination Office Torit (with up to 5%travel to the field sites)
Contract lengths: From 1thDecember 2018 to 28 February 2018 Probation (Renewable)
Reports to: Finance and Administration Manager
Organizational background
The overall goal of CARITAS TORJT/CATHOLIC DIOCESE OF TORIT is to build a peaceful and reconciled society through integral human vers all the 8 (Eight) counties of Imotong State and Namurunyang State (formerly Eastern Equatoria State) with 16 (Sixteen) health facilities which includes 2 (two) Hospitals, 7 (Seven) PHCCs and 7 (Seven) PHCUs. The Diocese is the biggest health provider in the State. In Education, Caritas Torit has 15 (fifteen) primary schools, 4 (four) secondary schools and 1(one) vocational centre.
In 2014 Caritas Torit solicited funds from Fondation Caritas Luxembourg (FCL) and Caritas Switzerland to improve food security, nutrition security and livelihood condition of the communities through the implementation of the projects "Rehabilitation of Agriculture Activities for Food Security and Sustainable Livelihoods in Palotaka Magwi County and Nutrition Program in Akil Centre Ikwoto County, Imotong State - South Sudan ".
MAJOR RESPONSIBILITIES:
• Book receipts and Payment in the cashbooks on a daily basis. • Stamp paid all the fully supported and paid vouchers before they are put on file. •
File all the vouchers even if something is still pending to avoid missing documents. •
Deliver and collect instructions to and from the bank (Avoid leaving credit notes uncollected in the bank) if for any reason go back and collect the following day. •
Work as bank agent to all active projects bank accounts. •
Deliver credit note to and collect PIT receipt from Tax office before the 14thof each calendar month. •
Ensure all the supporting documents are attached before payment is made unless it is an advance which has a different procedure. You were explained on work and travel advances and liquidation/settlement procedures. •
Make sure all the staff signs their pay slips immediately to minimize audits queries. •
Agree on the best ways to’book project cashbooks keeping in mind accuracy, relevance, urgency and importance. •
Double check the coding of project expenditures including quality of those vouchers before booking them as eligible expenses on the saver of Navis ion. 0B i~uV2018 •
Confirm the time sheets received in the field and in the coordination office before the payroll is authorized and processed for banking.
Do the processing of Payroll including statutory deductions to avoid delay of staff salary and personal e- income tax payments. •
Request USD & SSP Petty cash in time to avoid running out of funds. •
Follow training payments policy (what paperwork is needed before a training can take place, monitor payments made to beneficiaries etc. •
Help the finance officer in keying in data in Navision accounting system. Inform Finance Manager if there are issues beyond his/her capacity for quick reparation.
Maintain both digital and hard copies filing system with a 10 years donors’ documents retention policy in mind. • Ensure all the vouchers on file are fully supported and stamped paid before they are scanned and sent to archive. •
Keep cheque books secure and ensure all the active bank accounts have adequate cheque books. If not, place cheque book orders to the bank on time and monitor their arrival and collection. •
Collect monthly bank statements for active projects. •
Reconciles balance sheet accounts (bank, Cash, Medical, PIT and NSI payable accounts) • Survey and review suppliers’ prices to ascertain their genuineness. Suspected cases of fraud should be brought to the attention of FM for prompt examinations and actions. • Provide training to project managers and coordinators on initial budgeting, variance analysis and donor funds financial management procedures. •
Initiate best practices to be approved by FM and included in the Finance, Procurement and HR Manuals of Caritas Torit South Sudan. •
Act in the absent of finance officer. •
Update Finance Department dashboard on a daily basis (morning and evening) to track daily outputs in terms of achievements and way forwards. •
All the works allocated are accomplished within the timeframe stipulated by Finance Manager to avoid late reporting to the donors, Board of Directors and the beneficiaries. • Works together with finance officer to ensure that Mondays are for documents processing, Tuesdays are for staff internal payments including filing of documents and planning purposes. Wednesdays are strictly for vendors’ payments only. Thursdays are for keying in data in Navision and finance department meetings if necessary. •
Fridays are weekly reporting and closure including planning for the new week. • Facilitates internal and external auditors with provision of relevant supporting documents for the period under audit. • Backup records after closure of each Month. •
Handle the suppliers, employees, consultants and donor representatives with duty of care and respect.
Required Academic Qualifications, Experience & Competencies
• Holder of BBA, BBM, B.COM (Finance, Accounting, Banking etc. option) from a recognized University with 4 years’ working experience in reputable Humanitarian Organization. Additionally, possession of specialized certification such as CPA, ACCA, and CIMA is an added advantage. Work experience in busy; challenging and changing environment. Excellent written and-spoken English, outgoing personality with excellent communication and training skills. Ability and willingness to work in a remote areas. 08 i~O\j2018 Excellent computer skills including proficiency in Microsoft Excel and Word and if possible have knowledge of Navis ion or a similar package is desirable. Ability to implement effective projects sometimes with limited resources. Good team player, flexible and capable of working with a multinational team. • • • • • •
Application Procedure:
./ Application letter, comprehensive CVs, MUST be received at CARITAS TORIT South Sudan! CATHOLIC DIOCESE OF TORIT Human Resources office along Torit Mission Road, Torit EES; not later than Friday 16 November at 5pm. Applicants are encouraged to submit their applications & CV’s through our E-mail address hr@caritastorit.organd CC to victoriailiwa@gmail.com indicating in the subject line the Post Title .
Female candidates are highly encouraged to apply
Preference will be given to South Sudanese
Caritas Torit is an Equal Opportunity Employer. Only shortlisted candidates