Finance Assistant

A.Tasks

Background

As a federal enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ operates throughout Germany and in more than 130 countries worldwide. We have more than 17,000 staff members around the globe, some 70% of whom are employed locally as national personnel.

With an international remit and a multicultural working atmosphere, we are successful because we share knowledge across disciplinary frontiers. Your professional and personal development is important to us. Whether it is the multifaceted day-to-day challenges or the considerable scope for applying creativity in your work – there are plenty of good reasons to join our motivated team.

General Definition:

Finance assistant is an integral part of GIZ CfW program (Finance Unit) which handles various types of payments already committed and agreed from the program budget. The respective finance assistant ensures to work in line with GIZ orientation and rules, GIZ country specific policies and generally accepted accounting principles. For this to take place, the responsibilities of finance assistant is described below:

Responsibilities:

• Receiving the incoming invoices for payment purpose and ensures that all supporting documents including the approved purchase request form is available.

• Ensuring that the GIZ validation stamp is used and all the obligatory columns are signed by the respective authorized members before the release of physical money through cash or bank.

• Preparing the payments for beneficiaries in line with GIZ CfW procedure and executes the payment to beneficiaries on the site.

• Preparing voucher sheet for every individual invoice and include comprehensive details/translation of content.

• Before entering the invoice/voucher in the GIZ electronic cash/bankbook, he/she ensures that the right cost code is taken from the GIZ chart of account.

• Assisting the responsible finance officer in maintaining the relevant WINPACCS cash and on daily basis.

• Doing regular export of cash and bankbook per the imposed deadline given the by the service unit or GIZ CfW finance unit in order to timely transfer the cost and expenditure through WINPACCS journal to cost unit.

• Preparing cash reconciliation sheet based on the actual physical cash in the safe and the closing balance from the WINPACCS cashbook.

• In the event of any discrepancy during the cash or bank reconciliation sheet, the discrepancy needs to be traced and justified in the designated space.

• Supporting the respective finance manager and head of program in preparation of expenditure summary for monthly fund request through service unit.

• Maintaining the filing and labeling per the GIZ standard filing structure.

• Regularly updates the cost monitoring system for direct implementation projects (entering the voucher numbers for beneficiaries, entering the contractual amounts and other unique information in the system.

• Extracting and providing report from cost monitoring system when requested.

• Substituting the finance officer during his/her absence.

• Undertakes other tasks being assigned by the head of program and finance manager.