Please send a professional email to recruitment@adralebanon.org with your CV. Put in the subject of the email “Cashier & Admin Assistant – your full name”
1. Accounting
Maintain accounting aspects of the whole project according to Donor’s guidelines.
Maintain accounting transactions in accordance with (GAAP) generally accepted accounting principles and ADRA’s policies and procedures.
Post financial transactions (Foreign Exchange, Bank Transfers, Cheques, etc…) to Sun Plus Accounting System on a timely basis.
Prepare and review allocations of expenditures and other expenses to the project based on actual incurred rates.
Ensure that all financial transactions are in line with the approved budget and that the required funds are in the appropriate budget line item.
Ensure all supporting documents are completed and adequate before posting and assigned to the correct budget line.
Ensure documents are appropriately approved before recording and processing.
Prepare payrolls and time allocation.
Prepare requested fund payment to suppliers and assure adequacy of supported documents and allocation to the appropriate budget line and ensure that approved payment amount in compliance with adopted authorization matrix of ADRA and coordinating programs director/project manager when needed.
Prepare financial statement for management monthly or as needed along with analysis, actual versus projection report and explanation if discrepancies.
Prepare with Project Manager the cash flow projection and analysis. Submit with the Financial Statement for review and approval.
Prepare social security calculation of due amounts on a timely manner.
Prepare Tax calculations accrued amounts when its dues.
Ensure all financial or accounting records documentation are implemented and adequate.
Participate in the succession plan and processes of the finance department.
Supports administration accounting and bookkeeping whenever necessary.
Accomplish any other tasks requested by ADRA management or Finance Manager/Director.
Ensure compliance with relevant laws and regulations.
Participate in monthly financial review meetings with relevant staff.
2. Budget Monitoring and Updating
Assure all budget dimensions are entered in financial transactions according to the approved budget in order to keep in parallel with donor’s report.
Allocating costs to the appropriate budget line based on actual incurred nature based on supporting documents and inquire from project manager if needed.
3. Banking, Cash Receipts and Payments
Manage petty cash of project.
Conduct daily/regular and monthly cash count using the ADRA Lebanon forms.
Replenish Petty Cash upon reaching 50% of the approved total amount.
Prepare check/memo and transfers and securing appropriate approval before executing these transactions in the bank.
Ensure that all payment requests are approved according to the appropriate authorization level and that they have complete supporting documents as well as the proper budget code.
Prepare Bank Reconciliation for the project monthly.
Prepare Bank Reconciliation for the project bank account and bank book monthly.
Obtain hard copy Bank Statement monthly.
Follow-up directly with the bank in case of local or international transfers, inquire, and resolve any outstanding contradictory issue with the bank.
Maintain a good communication and relationship with the Bank Personnel.
4. Filling and Documentation
Organize financial records according to the project.
Ensure posted vouchers are correctly filed to appropriate file box.
Prepare labels for projects file boxes.
Scan vouchers weekly or at the minimum frequency of monthly
5. Cash Management
Verify payment requests to ensure that they have all necessary supporting documents and that they include the correct account number and approval from the appropriate authorized individual(s).
Prepare the Petty Cash vouchers and have them approved by the authorized individual(s).
Stamp “PAID” on every paid Petty Cash Voucher with supporting document(s).
Prepare the Petty Cash Report and Replenishment request when the fund reaches 50–60% of the ceiling.
Perform a Cash Count daily and balance the cash based approved “Cash in Hand” amount daily.
Ensure that Petty Cash is accounted for and replenishment done in a timely manner.
Initiate online payment in online banking system.
Collects bank statements on monthly basis for all projects and administration or whenever requested by the supervisor.
Deposits, cashes, cheques, withdraws and transfers cash/cheques in the bank for projects and Administration.
Conduct cash count daily and monthly using the cash count form.
6. Safe Keeping
Safe-keep and properly disburse the Petty Cash fund.
Keep the Petty Cash fund in the safe, physically segregated from other funds.
Request physical cash count once a month in the presence of two members of the management team in case it is not done before that.
Send the physical cash count report to the direct supervisor.
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