Job Description

• Job Title: Finance Assistant
• Duty Station: Taiz
• Contract Type: Full-time
• Duration: 10 Months

Job Summary:

As a Finance Assistant at Level 4 (Category E3), this role is vital for ensuring the effective management of project finances in the target district. The Finance Assistant will be responsible for maintaining accurate and transparent accounting records, clearing accounts on time, and ensuring all expenditure documentation is properly maintained. They will closely monitor budget utilization, prepare financial reports, and ensure that all financial operations comply with donor and organizational requirements. This position is essential to maintaining financial accountability and ensuring the smooth execution of financial operations for the project.
The Finance Assistant will ensure that all transactions are correctly documented, expenses are tracked, and reports are generated in a timely manner, contributing to the overall financial integrity of the project.
________________________________________
Key Responsibilities:

1.    Financial Management and Accounting

• Maintain accurate accounting records for all financial transactions related to the project.
• Prepare and process payment vouchers, invoices, and receipts, ensuring proper documentation.
• Perform daily financial tasks such as reviewing expense requests and monitoring disbursements.
• Ensure that expenditure documentation is complete, accurate, and filed according to organizational policies and donor requirements.
• Assist in bank reconciliations and petty cash management, ensuring accuracy and timely submissions to the Chief Accountant.
• Support in managing project cash flow and ensuring funds are available for ongoing operations.
• Ensure financial documents are organized and easily accessible for audits and reviews.

2.    Budget Monitoring and Reporting

• Monitor the project budget and track expenditures against approved allocations.
• Identify variances between actual and budgeted expenditures and report them to the Chief Accountant with recommendations for corrective actions.
• Assist the Project Manager and Finance team in preparing customized financial reports and forecasts.
• Provide financial data and insights to project teams, supporting effective decision-making on resource allocation.

3.    Compliance and Audit Support

• Ensure all financial operations comply with donor regulations, organizational financial policies, and standard procedures.
• Assist in preparing documentation for internal and external audits.
• Review financial documentation for accuracy and compliance before submission to the Chief Accountant.
• Support the Procurement and Logistics team in verifying supplier invoices and ensuring proper financial documentation.

4.    Project Financial Closure

• Assist in preparing final project financial reports, ensuring all costs are accounted for.
• Ensure project accounts are reconciled and properly closed at the end of the project, archiving financial records for future reference.

5.    Communication and Coordination

• Maintain effective communication with the Chief Accountant, Project Manager, and field teams regarding financial matters.
• Coordinate with suppliers, auditors, and other external parties as needed to resolve financial issues.
• Support project teams with financial guidance and advice to help ensure project goals are achieved within the allocated budget.

6.    Other Duties

• Perform other finance-related tasks as required to ensure smooth financial operations.
• Provide guidance and training to project staff on financial procedures, reporting, and budget management.
• Maintain confidentiality and integrity when handling financial information.

________________________________________
Qualifications and Experience:

Educational Requirements:

• Bachelor’s Degree or Diploma in Accounting, Finance, or a related field from a recognized institution.

Professional Experience:

• Minimum of 2 years of relevant experience in financial management, accounting, or budgeting, preferably in an NGO or INGO setting.
• Experience in managing project financials and donor-compliant financial reporting.

Technical Skills:

• Proficiency in Microsoft Office, particularly Excel (formulas, pivot tables, and financial models).
• Experience with accounting software and financial management tools.
• Strong knowledge of financial reporting standards and budgeting principles.
• Familiarity with audit processes and the ability to coordinate with auditors.

Language Skills:

• Native Arabic with good written and spoken English.

Soft Skills:

• Strong analytical and problem-solving skills to identify variances and recommend corrective actions.
• Excellent attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Strong communication and interpersonal skills, with the ability to effectively liaise with teams and external partners.
• Organizational skills and the ability to manage multiple priorities.

________________________________________
Core Competencies:

• Financial planning and management.
• Budget monitoring and variance analysis.
• Financial reporting and documentation skills.
• Strong attention to detail.
• Effective communication and teamwork.
• Compliance and audit preparedness.