POSITION SUMMARY: 

The Finance Assistant
(Document Management) will be responsible for filling, downloading and
uploading of all financial documents in ICAP systems to ensure that documents
are easily accessible for reconciliation and audits as well as storage per
available rules and regulations. S/he will be responsible for daily downloads
of all documents from ICAP system, index the documents and upload into the
OnBase system (a system used by ICAP for documents storage and real-time review
of financial transactions). Furthermore, s/he will also ensure the physical
filing of all documents in designated areas and support location of documents
during internal and external audits. S/he will also work with other departments
including procurement, administration and human resource to ensure supporting
documents for payments have been uploaded into ICAP financial systems prior to
processing of payments.

MAJOR RESPONSIBILITIES:

•      Ensuring
that finance documents (Payment Vouchers, Journal Vouchers, Vendor Management,
FFRs, etc.) are stored in secured locations in both hard and electronic copies.

•      Receives
all finance documents from other departmental staff for filing. Proper
monitoring and control the flow of documents to and from finance department.

•      Follow-up
with respective departmental staff for the hard copies to be submitted to
finance department for filing.

•      Extract
the Journal Vouchers recorded to the accounting system (QuickBooks), attach
relevant supporting documents and secure the relevant approvals before the
month-end close.

•      Ensuring
that the finance documents are complete, accurate and free from errors prior to
uploading to electronic storage facility 
(OnBase)

•      Uploading
softcopies of finance related documents to electronic storage facility (OnBase)
on a daily basis

•      Performing
weekly and monthly reconciliation of documents recorded in the accounting
system (QuickBooks) with OnBase ensuring that there are no missing receipts to
electronic storage facility (OnBase).

•      Perform
any other relevant duties as may be assigned by Superiors from time to time.

Required
Qualifications, Knowledge and Skills:

•      Bachelor
of Commerce degree in Accounting, Finance or equivalent.

•      Recommended
a minimum of 2 years’ experience in Accounting/financial management.

•      Candidate
must be conversant with accounting packages preferably QuickBooks.