Accounts Assistant

JOB TITLE

Business title: Accounts Assistant

GRADE/BAND

E

MAIN PURPOSE OF JOB

The Accounts Assistant plays a crucial role in supporting the finance department by performing a variety of accounting and administrative tasks. This position is responsible for maintaining accurate financial records, processing transactions, and assisting with the preparation of financial reports. The Accounts Assistant ensures the smooth operation of daily financial activities, contributing to the overall efficiency and effectiveness of the finance team.

DEPARTMENT

Finance & Administration

LOCATION

Rwanda

REQUIRED MINIMUM EDUCATION

Required: Bachelor’s degree in accounting or finance.

Preferred: Partial professional qualification in ACCA or CPA is a plus

REQUIRED MINIMUM EXPERIENCE

Required: Minimum of 1 year work experience in an accounting or finance role.

KNOWLEDGE AND SKILLS

• Capacity to deal with multi-tasks and be able to adhere to tight deadlines in a busy environment, and excellent time management skills.
• A basic accounting experience is an added advantage.
• Excellent oral and written communication skills and fluency in English

COMPETENCIES

• Assess, analyse and manage risk using appropriate MSH Standard Operating Policies & procedures & Donor policies, professional judgment and scepticism for effective business management.
• Identify the appropriate content and communicate clearly and objectively to the intended audience, i.e. Staff and external parties as governed by professional standards.
• Identify areas of improvement in businesses processes and system(s), and controls to assist in the design and use of systems for efficient and effective operations.
• Proficiency in Microsoft Office (Excel in particular) required.
• Experience with QuickBooks online (preferred) or other computerized accounting software is a definite advantage.
• Self-starter who can work well independently and work effectively as a team member.
• Excellent attention to detail.
• Be conversant with the Generally Accepted Accounting Principles, cost principles required by the donors

PHYSICAL DEMANDS

Travel requirements, Keyboard use, pulling drawers, Lifting papers <10lbs., ETC.

Finance Manager

Senior Accountant

Accounts Assistant

Finance & Administration

Director

Number

Key Performance Areas

Major Activities / Responsibilities

Percent of Time

(must equal 100%)

1.

Processing vendor payments & Documentation

• Ensure that funds expended in the country are done in accordance with “Generally Accepted Accounting Principles”, MSH policy, donor regulations and requirements, Rwandan law, standard operating procedures, and best business practices.
• Assist Finance team in preparing and processing all Payment Vouchers, and Deposit Vouchers, ensuring that the documents are legal and authentic, and that all relevant and adequate support documentation is attached.
• Monitor and Share the Daily Bank Position
• Assist in ensuring that transfers to Mobile Money service providers are done in a timely manner, and that MM payments are done efficiently and promptly.
• Ensure all Petty Cash accounts have been reconciled against physical cash counts and balances are within agreed limits
• Manage the petty cash and ensure approval is obtained before funds are disbursed and request of replenishment is made when the ceiling reaches the applicable threshold.
• Assist in gathering the information related to unliquidated staff advances and ensure they are all liquidated on time and posted in QBO.
• Track invoices and open obligations to ensure that vendors are paid promptly and can identify when a payment is overdue
• Maintain complete and accurate voucher records so that they are readily accessible for inquiries by vendors or auditors; all voucher packages (obligation and liquidation documents) must be filed on share point at the end of the month.

50%

2.

Financial Reporting

• Assist the Finance team in all matters emanating the month end processes
• Prepare weekly bank reconciliations and ensure unreconciled items are cleared before month end
• Support on the financial documents filing in Share point, QBO, etc.

25%

3.

Compliance with donor and statutory requirements

• Assist in the Processing of withholding tax payments & prepare withholding tax certificates for all appropriate payments and distribute these accordingly.
• Ensure all costs and travels are pre-authorized and approved before payment, and follow up on any discrepancies
• Provide regular support to smooth conduct of Internal and external audits

20%

4.

Administration & Procurement

Support the Finance team with various administrative tasks as needed.

5%