Accounting and Procurement Specialist

Accounting and Procurement Specialist – 5 Months

Finance Responsibilities

Bookkeeping:

• All payments are made before the due dates
• Confirm all supporting documents before processing payments according to auditing requirements and applicable laws and regulations.
• All payments are allocated correctly
• PCRF’s monthly payroll processing includes a review of bonus and payment calculations and compliance with applicable income tax laws.
• Supervised and backup for the PCRF’s accounts payable function to ensure all payments are made timely and applied to the correct general ledger accounts.
• Correct and Accurate recording of receipts and Donations.
• Correct and accurate recording of advance payments and petty cash , and ensuring the implementation of the related internal controls .
• Prepare a bank reconciliation’, and petty cash reconciliation
• Contact the vendors to pick the RV

Financial Management & Reporting

• Provide Revenue & Expense reports by program, region and specialty each month
• Summarizes financial status by collecting information; preparing statements of financial position, profit and loss statements, and other reports.
• Maintains accounting controls by preparing and recommending policies and procedures.
• Reconciles financial discrepancies by collecting and analyzing account information.
• Prepares special financial reports by collecting, analyzing, and summarizing account information and trends.
• Provide Accounts Payable aging reports and A/P reconciliation with vendors on quarterly basis.
• Provide Reports for programs, missions, etc. to management within 2-business days of request.
• Provide Complete, Balanced and Adjusted Trial Balance on Quarterly basis .

Auditing

• Provide documents to auditors as requested
• Oversee all document requests
• Provide items to external auditor upon request
• Maintain communication with external auditor to ensure timely completion
• Provide breakdown of functional expenses
• Compliance with Jordanian applicable laws , Regulations and Governmental audits requirements
• Oversee quarterly counts of all fixed assets

Procurement Responsibilities

• Oversee and manage the purchasing of services, materials in compliance with PCRF rules, regulations, policies and best procurement practices.
• Conducts market research to obtain the list of potential vendors and the estimated prices and help in reviewing specifications and quantities before issuing bids.
• Assist in the preparation of advertisement, Request for Quotation/Proposals, request for Price offers and co-ordination of their timely dispatch by hand, email .
• Organizing and coordinating procurement activities related to a request for proposals, formal sealed bids..etc.
• Prepare price analysis and contracts.
• Manage procurement and oversee all PCRF ongoing tasks and projects.
• Assist in negotiations with vendors and suppliers when needed.
• Follow up all the ongoing contracts, tracking their deadlines and issue time and cost modifications when needed.
• Interact with suppliers on a daily basis to resolve contractual issues and gather invoices and supporting documents.
• Maintain an appropriate filing system (soft and hard copies) to ensure that the procurement process, decision, and contractual agreements are accurately documented for accountability and audit purposes.
• Update vendor list on a continuous basis.
• File all documents related to procurement on Drive including offers, signed contract, and price analysis.
• Follow the procurement procedures and support the operation team to submit complete documents for the accounting department in order to issue the payments.
• Assist in scheduling and coordinating for the delivery for purchased equipment and goods.
• Any other tasks requested by the procurement manager.

Skills

Minimum Skill Requirements

• Minimum total of 3 years experience in accounting and financial reporting
• BA in Accounting.
• Fluency in Word/Excel & Accounting Systems
• Ability to quickly learn and adapt to new systems
• Working in Ngo experience is a plus.

Other Requirements

• Maintain Confidentiality
• English Fluency oral & written
• Accurately prepares written accounting correspondence that is coherent, grammatically correct, effective and professional
• Listens to others and accepts input from team members
• Professional communication with co-workers, supervisors, vendors, donors and directors
• Maintains a positive attitude and high standards of performance
• Remains current with regard to accounting systems and laws through research & seminars

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