About this role
Summary
This role is dedicated to ensuring the integrity and accuracy of the organization's financial operations by managing the full cycle of payment processing, transaction recording, and budget monitoring. The position serves as a critical support function for financial compliance, audit readiness, and administrative efficiency, requiring a meticulous approach to maintaining up-to-date records in QuickBooks Online and aligning expenditures with approved project budgets. The incumbent will collaborate closely with Operations and Programme teams to facilitate proper documentation, manage procurement activities in adherence to policy, and provide essential administrative logistics support to keep daily business functions running smoothly.
Responsibilities
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Generate and process payment vouchers, receipts, and journal entries while conducting thorough reviews of payment requests to verify completeness and regulatory compliance before approval.
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Document all financial transactions and sustain precise records across cashbooks, tracking logs, and expenditure schedules.
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Reconcile and upload all transactions to QuickBooks Online, guaranteeing that data is accurate, properly categorized, and current.
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Monitor spending against established organizational and project budgets, updating monitoring schedules to reflect actual performance.
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Execute monthly bank reconciliations and investigate any identified discrepancies promptly.
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Manage documentation related to staff advances, reimbursement claims, account closures, and supplier invoices.
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Assist in the development of monthly, quarterly, and project-specific financial reporting packages.
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Facilitate procurement activities in accordance with HBBA policies, which includes sourcing quotations, issuing purchase orders, verifying deliveries, and matching invoices before processing payments.
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Oversee the vendor database, procurement archives, contract files, and the fixed asset register.
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Administer office supply inventory and deliver comprehensive day-to-day administrative and logistical assistance, encompassing travel coordination and facility upkeep.
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Partner with Operations and Programme departments to ensure all expenditures are correctly documented and allocated to appropriate budget lines and projects, while pursuing missing documentation such as receipts and approvals.
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Organize financial, procurement, and administrative files to support internal audits effectively, donor reporting requirements, and review processes.
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Immediately escalate any discrepancies, irregularities, or compliance concerns to the supervising manager.
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Uphold strict confidentiality, adhere to financial and procurement control frameworks, and ensure all transactions follow the designated approval hierarchy.
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Deliver assigned tasks within deadlines and provide consistent progress updates to the supervisor.