Purpose of Position

The Finance Officer will be responsible for maintaining accurate financial records, supporting budget management, ensuring compliance with organizational and donor financial procedures, and assisting in timely financial reporting. The position will ensure transparent, efficient, and accountable use of project/organizational funds.

Key Responsibilities

Financial Management and Accounting

• Maintain complete and accurate books of accounts, vouchers, ledgers, cash books, and financial records.
• Prepare payment vouchers, receipt vouchers, journal vouchers, and supporting documentation.
• Ensure all payments are properly verified, approved, and supported with complete documentation.
• Maintain petty cash and ensure proper reconciliation on a regular basis.
• Record all financial transactions in the accounting system/software.
• Ensure proper filing and safe custody of financial documents.

Budget Monitoring and Control

• Assist in preparation and revision of project/organizational budgets.
• Monitor budget utilization against approved budget lines.
• Identify budget variances and report them to management in a timely manner.
• Support program teams in understanding budget limits and financial compliance requirements.
• Ensure expenses are charged to correct budget heads and project codes.

Donor and Organizational Compliance

• Ensure compliance with donor requirements, organizational policies, and applicable financial rules.
• Review financial documents to ensure completeness, accuracy, and allowability of expenses.
• Support internal and external audits by providing required financial records.
• Ensure procurement and payment processes follow approved policies and procedures.
• Maintain financial transparency and prevent misuse or misallocation of funds.

Financial Reporting

• Prepare monthly, quarterly, and project-based financial reports.
• Assist in preparation of donor financial reports as per required formats and deadlines.
• Prepare bank reconciliations, cash reconciliation statements, and expenditure summaries.
• Share timely financial updates with the Finance Manager and project management team.
• Support preparation of tax, payroll, and statutory deduction reports where applicable.

Payroll, Tax, and Statutory Deductions

• Assist in salary processing, staff advances, adjustments, and deductions.
• Maintain staff payroll records and related supporting documents.
• Ensure timely deduction and deposit of applicable taxes and statutory deductions.
• Prepare tax challans, withholding statements, and related records as required.
• Maintain records of staff benefits, allowances, and project-based payments.

Procurement and Administrative Support

• Verify procurement-related financial documents before payment.
• Support procurement committee with budget availability and financial compliance checks.
• Ensure vendor payments are processed after proper verification and approval.
• Maintain vendor payment records and advance adjustment records.
• Coordinate with admin/procurement teams for proper documentation.

Required Qualification & Experience

• Bachelor’s degree in Finance, Accounting, Commerce, Business Administration, or relevant field.
• Minimum 2–4 years of relevant experience in finance, accounts, or grants management.
• Experience with NGOs, donor-funded projects, or development sector organizations will be preferred.
• Practical experience in financial reporting, budget tracking, audit support, and documentation.
• Knowledge of taxation, withholding tax, payroll, and statutory deductions will be an advantage.

Required Skills and Competencies

1. Strong command of accounting and financial management procedures.
2. Good knowledge of MS Excel, accounting software, and financial reporting formats.
3. Strong documentation, filing, and record-keeping skills.
4. Ability to work under deadlines and handle multiple financial tasks.
5. Good communication and coordination skills.
6. High level of integrity, confidentiality, and attention to detail.
7. Understanding of donor compliance and audit requirements.

Deliverables

The Finance Officer will be expected to deliver:

1. Updated financial records and accounting entries.
2. Complete payment documentation and voucher files.
3. Monthly bank and cash reconciliation statements.
4. Budget utilization and variance reports.
5. Monthly/quarterly financial reports.
6. Properly maintained tax, payroll, and deduction records.
7. Audit-ready financial files and supporting documents.