Finance Assistant

Payment preparation and first level compliance checks

• Prepare payment packages and bank memos and carry out the first level completeness check to confirm that required approvals and supporting documentation are present before submission to the Finance Officer for financial/compliance review.
• Carry out the first level completeness check of logistics and procurement payment documentation, including relevant procurement records, invoices, approvals and other required attachments, and follow up missing documents before submission for Finance Officer review.
• Check staff travel claims, imprest/advance claims and other reimbursements for completeness of required documentation and approvals before submission for Finance Officer review.
• Check and obtain required Watchdog screening documentation and include it in the payment supporting documents.
• Review applicable mitigation documentation for completeness and ensure the approved mitigation email is attached to the payment request and remains valid in line with NPA requirements, including the current one-year validity requirement where applicable.

Accounting, vouchers and routine records

• Post approved transactions accurately and promptly in   Unit 4 using the project, activity, account and other accounting codes confirmed through the finance review process.
• Prepare accounting vouchers and ensure all supporting documents are clearly referenced and ticked on the voucher form before scanning and filing.
• Maintain a payment tracking system and follow up missing or incomplete supporting documentation with responsible staff.
• Maintain the accounts payable register/ageing and routine supplier balance records, follow up pending documentation or payment status, and flag aged, unusual or disputed items to the Finance Officer.

Banking and cash administration

• Act as the day-to-day finance focal point for bank communication, routine banking queries and follow up of transaction issues.
• Prepare and/or upload approved internet banking transactions for review and authorization by the designated approvers/signatories, in line with NPA segregation of duties requirements.
• Obtain and file bank statements, payment confirmations and other bank records required for reconciliation and audit trail purposes.
• Conduct and document weekly cash counts and promptly report any differences to the Finance Officer and Finance Manager.
• Compile bank statements, cash records and supporting schedules required for monthly bank and cash reconciliations and assist with draft reconciliation work where assigned, while maintaining appropriate segregation of duties.

Payroll, TBR, advances and month end support

• Perform the first review of payroll and prepare payroll payment documentation, including verification that approved staff advances and other required deductions are reflected in accordance with policy.
• Review and post pending cost in the TBR accounts and submit it to the Finance Officer for review in sufficient time for the established monthly deadline.
• Maintain and update staff advance/imprest records and ageing schedules, follow up outstanding advances and supporting documentation for timely clearance, and flag long outstanding items to the Finance Officer.
• Prepare and maintain routine month end schedules and supporting information, including accounts payable, advances, bank balances and other assigned control account schedules, for Finance Officer review.
• Compile routine information on expected payments, bank balances and other agreed inputs required for the Finance Officer’s monthly cash flow forecast.
• Maintain the vehicle and generator fuel and maintenance cost tracker, ensure supporting records are complete and correctly referenced, and flag unusual consumption, missing documentation or significant variances to the Finance Officer.

Compliance, coordination and staff support

• Serve as a member of the bids committee when appointed and perform the role in accordance with NPA procurement and conflict of interest requirements.
• Provide routine briefings/support to new and non-finance staff on payment procedures, supporting document requirements, advances, Watchdog/mitigation documentation and other routine finance processes, escalating technical matters to the Finance Officer or Finance Manager.
• Immediately report suspected fraud, theft, conflict of interest, irregularity or other financial non-compliance through the appropriate NPA channels.
• Act as Finance Officer during periods of absence when formally delegated, within the authority limits assigned by NPA.
• Perform other finance related duties assigned by the line manager.

Financial filing, audit and document management

• Scan all required financial documentation promptly and ensure electronic copies are complete, legible and systematically named/stored.
• Label finance box files and files scanned/original vouchers chronologically by voucher number in a complete, neat and audit ready manner.
• Retrieve finance documents promptly for management review, donor verification, internal checks and audits.
• Compile routine audit schedules, transaction listings and supporting documentation requested for internal, external, donor and institutional audits, and follow up missing documents for review by the Finance Officer.

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.  

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!