Vacancy: Finance Officer

An exciting opportunity awaits you. The Amerindian Peoples Association (APA) invites suitable applications for the position of Finance Officer within the organisation.

Position Title	Finance Officer
Department	Finance
Reports To	Finance Manager

1. Job Purpose

The Finance Officer provides day-to-day financial and administrative support to ensure APA’s financial transactions are accurately processed, properly documented and completed in accordance with established financial policies and procedures. The position supports petty cash management, payment processing, project financial reporting, activity advances and clearances, budgeting, filing, and financial support for meetings and organisational activities.

2. Key Duties and Responsibilities

Petty Cash Management

• Manage and maintain APA’s petty cash fund in accordance with established financial policies and procedures.
• Process authorised petty cash payments and ensure all payments are supported by appropriate receipts and documentation.
• Maintain an accurate petty cash register, update transactions promptly, conduct regular reconciliations and report discrepancies to the Finance Manager.
• Ensure adequate petty cash is available while maintaining established cash limits and controls.

Cheque & Payment Preparation

• Prepare cheque payments for approved expenditures and ensure all payments are supported by properly approved invoices, payment requests, quotations, contracts, receipts or other relevant documentation.
• Prepare cheque vouchers and ensure required authorisations and supporting documents are attached before submission for approval and signature.
• Maintain accurate records of cheque payments and follow up on outstanding payments or supporting documents where necessary.

Project Financial Reporting

• Prepare monthly financial reports for assigned projects and compile expenditure information and supporting documentation.
• Assist in reconciling project expenditures against approved budgets and identify significant variances or outstanding financial matters for the Finance Manager.
• Assist with financial information required by management, project coordinators and donors.

Activity Advances & Financial Clearances

• Review and process financial advances for approved activities and assist staff and activity coordinators with financial requirements.
• Review activity financial clearances to ensure expenditures are properly supported and consistent with approved activity budgets.
• Report accounting discrepancies to the Finance Manager and follow up on outstanding advances and incomplete clearances.
• Ensure unused balances are returned and properly accounted for, and maintain accurate records of outstanding and cleared activity advances.

Meetings & Organisational Activities

• Prepare and make approved payments during APA meetings, workshops and other organisational activities held in Georgetown.
• Ensure payments to participants, service providers, vendors and other approved recipients are properly documented.
• Prepare payment schedules, obtain appropriate acknowledgement from recipients, and ensure activity expenditure is submitted for financial clearance.

Records Management, Budgeting & General Finance Support

• File, label, organise and securely maintain physical and electronic financial records for easy retrieval, including documents required for audits, donor reviews, project reporting and management requests.
• Assist in preparing organisational, project, activity, meeting, departmental and fundraising budgets and in monitoring expenditure against approved budgets.
• Provide updates on available balances and assist with budget revisions and projections where necessary.
• Ensure financial transactions comply with APA’s financial policies, donor requirements and approved budgets.
• Maintain confidentiality regarding financial, employee, donor and organisational information.
• Track statutory payments, including NIS and income tax, and compile information for payment and filing.
• Assist with banking duties and preparation of documentation for internal and external audits.
• Communicate with staff, suppliers, service providers and other stakeholders regarding financial documentation and payments when necessary.
• Perform other finance-related duties reasonably assigned by the Finance Manager or management.

3. Qualifications and Experience

• A first degree in accounting, or an equivalent qualification in Accounting, Finance or a related field.
• Three years or more of experience in accounting, finance, bookkeeping and/or administration.
• Experience handling cash and processing payments.
• Experience working with project- or donor-funded financial transactions would be an advantage.
• Experience using Peachtree accounting software would be an asset.

4. Knowledge, Skills and Competencies

• Strong numerical and analytical skills, with a high level of accuracy and attention to detail.
• Good organisational and record-keeping skills.
• Ability to prepare financial reports and budgets and maintain accurate financial records.
• Ability to manage multiple assignments and meet deadlines.
• Proficiency in Microsoft Excel, Microsoft Word and other relevant computer applications.
• Good written and verbal communication skills.
• Ability to work effectively with staff at all levels, independently and as part of a team.
• Integrity, honesty, accountability and professionalism.
• Ability to maintain strict confidentiality regarding financial information.

5. Working Requirements

• Willingness to work additional hours during meetings, workshops or other organisational activities when necessary.