JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Cashier Accountant

REPORTS TO: Project Finance and Admin Officer

REPORTING TO POSTHOLDER: None

LOCATION: Metu Field Office with frequent travel to project implementation sites

DURATION: one year with possibilities of extension and 60 working days probation period

SALARY: GBP 443 per Month

PURPOSE OF THE ROLE

The purpose of the Cashier accountant position is to provide secretarial, record keeping and office support services, handles & manage petty cash of the project, effect payments. In addition, she/he supports the Project Finance and Admin Officer to administer, control, monitor, support asset and materials management and periodically summarize the extent of financial operations and performance of the project. She/he provides effective and efficient support and advice to the immediate supervisor and project team as required.

KEY TASKS & RESPONSIBILITIES

Key areas of responsibilities are:

• Prepare payments documents, attendance sheets and others on all payments the projects are making.
• Manage project petty cash including preparing of payment and preparation of monthly petty cash reconciliation
• Handles and manage project’s petty cash in a generally accepted standard norm.
• Prepare monthly petty cash reports to submit to the designated supervisor
• Review all payments against the budget and established rules and regulations.

• Assist the supervisor to review/ analyse monthly budget monitoring report for timely comment and if any adjustment

• Manage the operations of the project compound including telephone, electricity and water, manage office transport

• Handle all materials purchased and stored in proper manner including fuel coupon and follow up for on time utilization of the materials with the respective staff.

• Conduct payment, purchase and collect project materials, deliver all materials purchased and stored to be used for intended purpose with a checking by Project Finance and Admin Officer and approved by PC/Team Leader.

• Assist line manager in verification of source documents for proper approval/authorization before they are filed and recorded;

• Assist in staff recruitment and disciplinary issues.

• Develop close working relationships with all staff

• Develop and implement a system to ensure efficient use and safety of the project equipment, including timely and appropriate maintenance and monitoring of costs

• Conduct payment for different purchases, community and partners staff trainings, project staff and any other payments checked by project finance and admin and approved by project coordinator/Team Leader

• Ensures that all unused official documents and vouchers of the organization are properly registered and are available in sufficient quantity.

• Maintains filing of financial documents and reports;

• Reports and follows up outstanding & unsettled payments and receipts.

• Maintain office records and reference files on various subjects for easy access and reference;
• Prepare a monthly petty cash report and submit to the line manager.
• Handle all incoming and outgoing correspondences, file in a chronological order
• Assist in ensuring that all procurement documents field in a good manner;
• Keeps projects plan document for procurement in a separate file for reference;
• Ensures that accuracy of procurement documents and integrity of the procurement process;
• Make sure to follow the procedures of the procurement Manual;

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.

• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.

• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.

• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.

• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.

• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.

• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.

• Participate in safeguarding training and awareness activities as required.

• Contribute to creating and maintaining a safe working environment for all staff

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.