The Accounting and Treasury Officer is responsible for the regular maintenance of accounting accounts, the closing of accounts, the monitoring of accounts payable and receivable, the identification of fixed assets, the filing of supporting documents and compliance with the organization’s standards and the country’s regulatory framework.
You are responsible for the regular accounting of one or more cash boxes, keeping the advance book, verifying backup documents, prepare payments and comply with the standards of the organization and the regulatory framework of the country.
The selected service provider must safeguard and keep confidential all the information to which it has access in the development of its contract, guaranteeing the data protection established by HI, the implementing partners and the donor (s) of the project. Likewise, it is committed to the obligatory fulfillment of the institutional policies of Safeguarding and Protection. The organization implements a zero tolerance policy against the exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable people.
SPECIFIC OBJECTIVE AND TASKS
Mission 1: Strategy and Direction.
- It supervises and informs its hierarchical superior and its functional manager about the accounting risks related to cash of which it is aware and contributes to its mitigation.
- Helps to identify the accounting and legal risks to HI within its area of responsibility.
- Participates in strengthening the skills of partners in the financial and cash management area.
Mission 2: Standards and Specialized Knowledge
- Displays all HI policies, processes, and financial tools within your area of responsibility.
- Ensures that HI’s legal obligations are met and produces the required financial documents.
- It informs of any changes in the rules, jurisprudence or practices of other interested parties in the financial field of which it is aware.
- Complies with the General Data Protection Regulations (RGPD).
- Implement and comply with the procedure for filing financial documents and publish and update financial documents in dedicated workspaces.
- Contributes to internal control within your area of responsibility and applies the identified corrective actions.
Mission3: Operational Execution
Responsibility 1: Regular maintenance of Accounting
- Make daily entries in the Accounting Information System (SI) (and in the country IF necessary), ensuring that seat descriptions are accurate and consistent with accounting assignments and that all required fields are completed, according to the HI account plan (and the country’s accounting plan, if necessary).
- It receives supporting documents and translates the essential elements into one of HI’s working languages (French or English).
- Formalizes requests to create or close account diaries in the accounting IS.
- Prepare all documents for monthly and annual account closing.
- Create Immo sheets (fixed assets) in the accounting IS and send the identification number of the fixed assets to Logistics for registration in the Equipment Monitoring Table.
- Request the exemption from Value Added Tax ( VAT ) and prepare the statements ( if applicable ).
- Prepare any backup document requested by internal or external auditors.
- It may be necessary to temporarily replace a member of the accounting / finance team.
Responsibility 2: File Accounting Documents
- Produces proof of accounting documents.
- Ensures the readability and regular scanning of backup documents.
- Monthly archive the scanned documents on a server and the paper documents in a place that guarantees their physical integrity.
- Sending backup documents digitally and physically to the central office ( Caracas ) on a regular basis, 15 days after the end of the month.
Responsibility 3: Make Payments and Pay advances
- Produces proof of accounting documents.
- Enter and disburse money from the boxes for which you are responsible and record the movements in a cash book.
- He pays advances, records them in an advance book, and compensates them.
- Periodically check the cash balances against the cash book and the advance book.
- Supervise the availability of cash in the boxes and alert Treasurer if there is a risk of not covering the expenses during a certain period. It prepares a verified and approved cost projection by the Project managers.
- Prepare checks and bank transfer orders, present them to the bank’s signatories, and keep a copy.
- Monitor the number of checkbooks available and order new ones as needed.
- He adheres to security, custody and alert procedures to his supervisor in the event of an incident.
Responsibility 4: Guarantees the Quality and Availability of Backup Documents.
- Verifies the admissibility of supporting documents with respect to HI and the country’s regulations, records them in the Accounting Information System (SI) and files them.
- Monitor advances and their supports.
- Prepare supporting documents requested by internal or external auditors.
Responsibility 5: Accounting Management of Members
- Review the documentation sent by the partners as the justification of expenses and make the necessary corrections.
- Retrofeed the Administrative and Financial Manager on the disagreements found and the aspects to be improved by the partner.
Mission 4: Facilitation of profession
- It contributes to facilitating the development of the profession in its area of responsibility.
Mission 5: Preparation and response to emergency situations
- Contributes to the emergency preparedness actions of the program and, during an emergency response, adapts its work practices to help facilitate an effective humanitarian response by HI
(*) The responsibilities of a job can cover several fields: MANAGEMENT / STRATEGY AND SUPERVISION / STANDARDS AND EXPERIENCE / OPERATIVE IMPLEMENTATION – use these fields only if they are relevant to the work described.
How to apply
How to apply:
People interested in applying for this position should send their HV to the mail calls@venezuela.hi.org. Indicating in the Subject: Accounting Officer and Amazon Based Treasury, up to the February 06, 2024.
Only selected candidates will be contacted for interviews.