Position Title: Financial Assistant
Position Type: Full time (100 %)
Location: Al-Tawasol Forum Society (TFS) Office, El-Nuseirat, Middle Area
Duration: 6 months (with possibility of extension)
Starting Date: As Soon As Possible
Reports to: Finance Manager
About the Organization
Al- Tawasol Forum Society is an NGO, registered with the Palestinian Interior Ministry holds a certificate of registration number 7536, was established in 2006 to activate the role of women, youth, children and the elderly and to integrate them into their societies.
Key Responsibilities:
First: Budget Management and Financial Operations
1 Contributing to managing the organization’s budget-by-budget formulation, controlling allocations, monitoring expenditures, and preparing revisions according to the needs of the organization and its projects.
2 Contributing to analyzing, evaluating, and processing all financial data of the organization’s activities.
3 Contributing to recording and bookkeeping of financial transactions includes payments, receipts and another journal entries.
4 Assisting in preparing payment requests and getting the needed approvals. This entails control of supporting documentation for vouchers/invoices and checking for correctness of expenditure lines and budget codes against which the payment requests are issued.
Second: Financial Reports and Bank Reconciliation
5 Contributing to timely and accurate preparation of financial reports, in compliance with the financial obligations stated in the signed partnership agreements.
6 Assisting in working closely with the Finance Manager and Project Coordinators (budget holders) and under financial supervision of Finance Manager, for budget follow up, proposed budget reallocations, cash forecast and other issues related to purchases.
7 Assisting in preparing Monthly Cash flow forecasts and the bank reconciliation.
8 Contributing to ensuring the effective recording and reporting system, internal control and audit follow-up and processes administrative and financial transactions in an accurate and timely way.
Third: Archiving, Documentation and Internal Control
9 Contributing to maintaining up to date archiving system for the financial reports, and staff work contracts. (Both soft and hard copies).
10 Contributing to handling different budget formats including matching activities with actual expenses alongside with vouchers and other supporting documents.
11 Assisting in ensuring procurement & financial files are accurate and records are in compliance to TFS procurement policies, the filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable.
Fourth: Support for Procurement Operations and Logistics
12 Assisting in providing Logistic support and conducting procurements (obtain validated purchase requests, collect quotations, prepare summary bid analysis, and issue purchase orders) in accordance to established policies and procedures.
13 Assisting in preparing advertisements, Request for Quotation/Proposals, request for Price offers, Initiations to Bid, and coordination of their timely dispatch by hand, email or fax.
14 Assisting the organization team in developing and tracking the procurement through facilitating timely communication of procurement/purchase needs, status updates on the progress of all orders, and effective and efficient service delivery.
15 Assisting the organization team in preparing, getting quotations, collecting supporting documents.
16 Assisting in collecting, negotiating, and receiving technical and financial proposals, and drafting the evaluation to assist the evaluation committee members when and if required.
17 Assisting in supporting receiving, opening bids/quotations, preparing evaluation documents when needed.
18 Assisting in coordinating with the finance department to avoid any discrepancy and to agree on the contract’s payment terms and supporting documents.
19 Contributing to maintaining regular market research for new suppliers that may provide better service or value for money for TFS and update suppliers list.
20 Assisting with the preparation of contracts and amendments of contracts when needed.
21 Assisting in obtaining purchased items by forwarding orders to suppliers; monitoring and expediting orders.
Fifth: Asset and Resource Management
22 Assisting in handling all the fixed assets related tasks including the physical counting and updating all related records.
23 Contributing to maintaining updated soft and hard records of purchased products, delivery information, and invoices including the bookkeeping of financial transactions.
24 Assisting in maintaining appropriate records (soft and hard copies) to ensure that the procurement process, decision, and contractual agreements are accurately documented for accountability and audit purposes.
Sixth: Other Administrative Tasks
25 Contributing to participating in preparing staff work contracts.
26 Contributing to following up staff attendance sheet and ensuring that the process for taking paid leaves, sick leaves; is respected (documents filled, validation of the concerned persons).
27 Assisting in ensuring that all payment invoices are reviewed and signed by the relevant staff/beneficiaries and submitted to the finance department, recorded in the register book, and that finance signs a confirmation of receipt.
28 Assisting in any other tasks requested by direct supervisor.
Qualifications and Experience:
• A Bachelor degree from an accredited university in Accounting in English or other relevant field.
• Grade point average not less than 80%.
• At least 1 year of experience working with local NGOs.
• Experience in using the accounting system (Asseal).
• Ability to work under pressure, independently and with limited supervision.
• Excellent reporting and formal writing skills in both English & Arabic.
• Proficiency in computer applications (MS Word, Excel).
• Understanding of protection in humanitarian context.
• Ability to work under pressure and within a team.
• The applicant prefer live in Middle Area.
Application Instructions:
• Al-Tawasol Forum Society (TFS) is mainstreaming of the gender concept; Female and persons with disability candidates are encouraged to apply for this position.
• The applicant must have an active bank account at Palestine Bank for monthly salary transfer.
• Interested candidates should submit their CVs, certificates, supporting documents, and proof of an active bank account at Palestine Bank through:
• Deadline for applications is 17/06/2024 at 12:00 PM.
• Only shortlisted candidates will be contacted.
Note: TFS is committed to equal opportunity employment and welcomes applications from all qualified candidates regardless of gender, disability, or background.