Project: IOM - "Hellenic Integration Support for Beneficiaries of International Protection - HELIOS" – EU Agreement: HOME/2019/AMIF/AG/EMAS/0092
Reports to: Finance Coordinator
Purpose/objective of the position:
The Admin - Finance Assistant is responsible to support of the proper technical implementation of all accounting-financial activities of the project. In this context, he/she ensures the correct and effective management of financial resources, in accordance with the Organization’s procedures. He/she is responsible to support, INTERSOS finance activities and staff with administrative tasks on daily basis. He/she is expected to be honest and transparent and keep the necessary level of confidentiality on information acquired on the job
Management and Programme Quality
Finance and Administration
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Follow up all expiring rental contract dates and bills and inform the Finance Coordinator in order to leave enough time to arrange a renewal or look for some other alternative.
• Process the payment to suppliers and keep strict on all documentation involved, informing the Finance Coordinator of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Classify and prepare all accounting pieces as requested by the Finance Coordinator.
• File the accounting documents and enter the accounting pieces in the accounting file, with the support from the Finance Coordinator.
• Handling all payments to suppliers and contractors as requested and authorized by management staff and immediate supervisor, both by cash and by bank transfers
• In charge of daily book keeping and cash counts
• To assume responsibility for cash account administration, ensuring conformity to existing procedures; shortages or thefts must be reported
• Ensuring a good filing of the financial files and records
• To ensure project expenses are reasonable, allocable, prudent and spent in accordance with INTERSOS and donors rules and regulations, support annual auditing procedures
• Daily administrative office tasks
Logistics and Procurement
• Collaborate with the logistics team to ensure that all procurement procedures are in line with finance procedures.
• Collaborate with logistics team in regular collation od documentation.
• Support Finance Coordinator in filling of documentation in preparation of internal or external audit procedures.
Reporting Requirements
• Provide Monthly report to the Finance Coordinator
As per required the Finance Assistant should be copied in relation to
- Administrative Issues
- Dissemination of Information in relation to general Finance Matters
- PRs and IMP
- Preparation of Finance Files