1. Accounting Management
Record, update and maintain financial transactions in CDE's NetSuite ERP system in accordance with CDE accounting procedures and established workflows.
Ensure that transactions entered into NetSuite are accurately coded, properly supported and recorded in the appropriate accounting period.
Maintain and update relevant vendor, customer, employee and accounting records in NetSuite, as authorized.
Run and review relevant NetSuite accounting reports and transaction listings and promptly report discrepancies to the Finance & Administration Officer.
Record financial transactions accurately and in a timely manner in accordance with CDE accounting procedures.
Check invoices, payment requests, purchase orders, contracts and other supporting documents before recording transactions.
Ensure that expenditures are correctly allocated to the appropriate budget code, contract/project code and accounting code.
Ensure accounting entry descriptions are clear, accurate and sufficiently detailed.
Maintain complete and up-to-date accounting records, including cash-book, bank records and other required accounting files.
Prepare and support the monthly accounting closing process, ensuring that all required accounting entries and supporting documents are completed within established deadlines.
Perform regular checks of accounting records and promptly report errors, missing documentation or inconsistencies to the supervisor.
Ensure that accounting and financial documents are properly filed and archived in accordance with CDE procedures.
2. Cash, Bank & Advances
Maintain accurate cash and bank records and ensure that all transactions are properly documented.
Prepare and update cash-book records and ensure that cash transactions are supported by appropriate documentation.
Perform regular cash counts and bank reconciliations and report any discrepancies to the supervisor.
Record and monitor bank transactions and ensure that they are correctly allocated.
Prepare supporting documentation for cash and bank payments and fund transfers in accordance with CDE procedures.
Maintain an updated record of staff and operational advances and follow up on their timely clearance.
Support the preparation of cash requests and cash-flow information as requested by the Administrative, Finance and HR Coordinator.
3. Payments & Financial Transactions
Process payments in accordance with CDE procedures and established approval workflows.
Verify that payment requests contain the required approvals and supporting documentation before processing.
Prepare payment documentation and ensure that payments are accurately recorded in the accounting system.
Follow up with relevant departments on missing or incomplete supporting documents required for payment processing.
Maintain organized records of processed and pending payments and provide updates to the supervisor when required.
Support the timely processing of supplier, staff, service-provider and other mission-related payments.
4. Payroll, Tax & Statutory Payments
Support the preparation and verification of monthly payroll information and salary-related payments.
Check salary calculations and related benefits against approved staff information and CDE procedures.
Coordinate with HR to collect and verify attendance, timesheets and other payroll-related information.
Prepare or support tax-related payments and maintain the corresponding supporting documentation in accordance with applicable requirements.
Maintain confidentiality of payroll, HR and other sensitive financial information.
5. Financial Compliance, Internal Controls & Audit
Apply CDE financial and accounting procedures consistently in daily work.
Maintain complete and properly organized financial control files.
Follow up with relevant departments on missing, incomplete or incorrect supporting documentation.
Support the Administrative, Finance and HR Coordinator in preparing financial documentation required for internal, external and donor audits.
Assist in responding to audit requests and collecting supporting documentation.
Immediately report suspected errors, irregularities, control weaknesses or compliance concerns to the supervisor.
6. Coordination & Administrative Support
Coordinate with Programme, Logistics, HR and other departments regarding financial documentation, payments and supporting documents.
Follow up with departments to ensure timely submission of financial and administrative documentation.
Provide financial and accounting information to other departments when required and authorized.
Support the Administrative, Finance and HR Coordinator with other finance and administration tasks related to the mission.
Contribute to the development and updating of financial work instructions, templates and tools.
Perform other duties related to accounting and finance that may reasonably be assigned according to the needs of the mission
