Prepare and maintain monthly Management accounts.
Maintain monthly cash book and bank book.
Perform payments as per ACTED policies, procedures and formats.
Check documentation is complete before doing any payment
Respect the Cash management policy (payment threshold, validation, etc)
Prepare cash count, bank reconciliations and other documents for the monthly closure
Coding & stamping of Hard Files after Monthly Closure
Verify the soft copy of the accountancy with the hard documentation.
Identify any inappropriate expenditures and report it immediately to Country Finance.
Check the cash and bank reconciliations of the field and verify with the Saga any discrepancies found should be report to Country Finance.
Check all open advances; ensure all the advances matches during the month. If it is not matching then it should be justified.
Ensure all the entries are allocated to the correct financial line, project code and accounting code.
Ensure all the description match with SAGA standard description document.
Ensure all HR and logistic costs are allocated as per Cost Coverage Plan (CCP)
Follow up of pending issues
Any other task assigned by Supervisor
Prepare and Maintain monthly BFUs, update BFU on regular basis with all budget holders.
Arrange Monthly BFU meeting with all Budget Holders.
Update CFU and BFUs and coordinate with all stakeholder
Support Program team in forecasting of program activities and payments
Share Treasury Forecast with Country officer as per Cash management policy.
Evaluate and observe budget consumption & initiating action on major variances noticed.
Maintained adequate controls over cash & bank management as per ACTED Country office guidelines.
To maintain minimum ending balance at base level and update signatory list.
Audit, Compliance and Checks
Support the Audit & Compliance Department in their work especially during project and mission audit
Keep the contracts, amendments, tax workings and working files for audit and compliance purposes.
Ensure accountancy is well archived and hard documents are on due time, participate to scanning and filing if requested by the Consortium Finance Manager
Provide support during pre-audit and external/internal audit (checking vouchers, providing documentation and information to the auditors, etc)
Report any issues raised by the auditors to the Consortium Country Finance Manager and the Finance Coordinator in charge of the audit
Payroll, EOBI & Taxation
Review and process payroll and share complete pack with capital office for salary transfer.
Update payroll reconciliation, Staff income Tax calculator and quarterly tax reconciliation.
Submission of withholding taxes on weekly basis, staff income taxes of salary/final settlements on monthly basis.
Ensure timely Submission of EOBI on monthly basis.
Budget Control • Accountable for his area accountancy; • Follow up of financial and accountancy procedures of ACTED Myanmar; • Accountable for efficient flow of financial and accountancy information to Country Finance (including CFU, cash situation and cash request, running costs analysis); • Financial accountability of his area’s project.
Cost Control • Ensures that all resources of his area is allocated on the project; • Ensures that the running cost of his area does not increase above the standard norms and is consistent with the market prices; • Ensures that non allocated resources are not used on any project, unless an approval is given by the CFM
Links with other departments • Coordinate with other FLAT departments at the area level; • Coordinate with the Programme Departments to understand and respond to their financial needs • Accountable for procurement documentation; • Accountable for staff allocation in the payroll.
Daily Basis • Exchange rate: ensure of having daily exchange rates of currency when needed; • Voucher & Cashbook: filling of voucher(s) & registration of voucher in cashbook; • Payment: make payments for all items and services which have been approved by the Area coordinator; put paid stamp at the time of payment • Safe & Cashbook checking: at the end of each day, the cashbook and the safe should be checked and the balance should correspond; • Money Transfer Dealing: registration and exchange of voucher reference between Country Office and area.
Monthly Basis : • At the end of each month: the balance in the cashbook and in the safe should be checked and the cash checking statement should be established and signed by the Finance assistant and the area coordinator; • Vouchers: quality of vouchers should be checked by the Finance assistant at the end of each months; • Advances: ensure the clearance of all advances for the staff, before paying the salary.
Accountable for area accountancy.
Accountable for the efficient flow of financial and accountancy information to the Country office.
To ensure that all the resources are allocated on a project .
Coordinate with FLAT and program departments to understand and respond to their financial needs.
Accountable for all the allocations.
Provide monthly, quarterly financial reports & updates to Finance Manager.
Scrutiny of all vouchers of field offices.
Prepare cheque and disburse payments to vendors and suppliers.
Prepare and print all types of vouchers.
Depositing withholding tax, Income tax and EOBI contribution at the concerned department.
Coordination with field teams and field offices on their monthly finance-related matters.
Ensure that all the financial requirements as mentioned in the respective donorsâ€™ contracts/agreements are complied with meticulously.
Preparation of Bank Reconciliation at the end of the month.
Managing accounting records according to international standards.
Maintain computerized records & backup of all transactions.
Coordination with the auditors on organizational as well as projectsâ€™ audits and other assignments.
Implementing and maintaining internal financial controls and procedures.
Preparation of reports for Donors & Management as per the required reporting formats and within the timelines prescribed by the respective contracts/agreements.
Handling Banking affairs including staff & Project account opening.
Financial Reporting to Accounts Manager
Controlling and leading the financial instruments of Field Offices
Bank Reconciliation Preparation of complete accounting records
Managing accounting records according to international standards
Handling Banking affairs
Handling Petty cash and main cash affair
Assist with preparation and coordination of the audit process
Implementing and maintaining internal financial controls and procedures
Any additional task assigned by management
To provide Logistic support to the Project including arranging workshops, meeting and Logistics for participants including stationery, lunch etc
Dealing with External Audit team for settlement of audit objections
Prepare advance adjustment sheets and Process vendor invoices for payments.Â
Maintain filing of all admin & finance documents.
Support procurement Procedures, including getting Quotations, tracking deliveries and documents.Â
Facilitate Admin & HR officer for staff monthly payroll and attendance records.Â
Maintain office supplies inventories & maintenance of office equipment.
To provide support in preparing the financial reports in the accounting system as per the instructions received from the seniors.
Calculating and checking to make sure payments, amounts and records are correct.