FINANCE ASSISTANT IN SARAJEVO (Bosnia and Herzegovina)
Position: Finance assistant/ full-time
Starting date: ASAP
Duration: 12 months with possibility of extension (including 6 months’ probation period)
Country Programme: Bosnia and Herzegovina (BiH)
Base: Sarajevo
Line Manager: Deputy Head of Systems and Operations
Please note his position is open for citizens of BiH or those with valid work permits.
About PIN in BiH and Western Balkans:
People in Need (PIN) has been operating in the Western Balkans since 1992 in response to the 1992-1995 Bosnian war. After the outbreak of the war, People in Need sent humanitarian workers and supplies into the country to provide immediate and emergency relief to those affected by the conflict in BiH as well as in Kosovo in 1998.
The PIN representative office is located in Sarajevo. PIN also has offices in Mostar, Belgrade, and Pristina. The total volume of the current programs is more than three million USD annually, funded by EU, CSSF/FCDO, CzDA, and other donors.
In the last two decades, PIN implemented projects supporting climate resilience and citizen engagement and minorities rights in the areas of waste management, circular economy, social inclusion, employment and inclusive education.
More information is available on PIN’s website www.peopleinneed.net.
About the role:
The Finance Assistant (FAA) ensures daily accountancy and administrative tasks for PIN office in Sarajevo. FA is responsible for finance tasks within the scope of the projects in Sarajevo. FA provides financial and administrative support to colleagues in PIN office in Mostar, work closely with PIN’s partner organizations and finance counterparts from PIN offices in Sarajevo and Mostar, primarily with Deputy Head of Systems and Operations, as well as relevant staff from PIN Headquarters in Prague.
FA directly reports to Deputy Head of System and Operations based in Sarajevo.
DUTIES amp; RESPONSIBILITIES Management of Cash register and bank payments:
- Withdraws of the petty cash from the bank in accordance with the Financial Security Guidelines; assure adequate cashflow, weekly cash counts;
- Prepare and store cash register documentation according to PIN's standard templates and procedures;
- Issue advances, clear advance upon approvals with appropriate documentation; and report outstanding to Deputy Head of Systems and Operations
- Posts cash registers documents into Navision on a daily basis; makes sure there is no pending and not posted documents in the cash register
- Prepares Navision cash count checking and compares it with physical cash at least on monthly basis;
- Checks posted cash register document, in case of mistake to arrange correction with Deputy Head of Systems and Operations or HQ accountancy unit;
- Regular communication with bank clerks to ensure proper functioning PIN bank accounts;
- Check if invoices for payment are correct and contain all obligatory information;
- Upload approved invoices in the bank for payment;
Other financial tasks:
- Allocate overhead costs according to mission allocation plan;
- Assist in internal and external audit of accounting and other documents;
- Work with HQ accountant on corrections, and perform tasks as per HQ accountant instructions for year-end closure.
Partners/Sub-Grantees:
- Checking partner reports and documentation, prepare reports for posting in NAVISION, and documentation on Share Point
- Cooperating with HQ Finance Desk Officer regarding partner reports.
Administration and other supports:
- Perform administrative office tasks related to bank, bookkeeping agency and Tax admin office
- Other administration support as agreed with Line Manager
- Checks ELO tasks on daily basis and processes relevant tasks in ELO which are related to cash payments simultaneously with the payment;
- Check scans the cash register documents before their uploading to ELO-enterprise after their posting in Navision;
- Check, gather cash documents for donors reports and audits;
- Prepares information for the accountant regarding FLP payments quarterly
- Posting and linking of advances, invoices, creation/modification of vendor in Navision;
- Checks vendors card on weekly basis and secures that all expenditures and payments are linked properly
Approval and Archiving (in Enterprise Content Management System - ELO digital archive system):
- Checks ELO tasks on daily basis and processes relevant tasks in ELO which are related to cash payments simultaneously with the payment;
- Check scans the cash register documents before their uploading to ELO-ente