Accounts Officer

Accounts Officer

Job Summary:

The Accounts Officer will handle accounting tasks along with administrative and clerical responsibilities to ensure smooth financial and operational processes in the Bal Mitra Gram (BMG) Project. Key tasks include managing day-to-day accounting operations, processing payments, maintaining documentation, coordinating procurement, providing administrative support, and ensuring compliance with organizational policies. This role requires accuracy in transaction recording, data entry, financial reporting, and assisting in budget monitoring.

Specific Job Description:

Manage routine accounting tasks, including payment note, purchase order, advance requisition and accounting documentation.

Record and update transactions in the accounting system, ensuring accuracy and compliance with policies.

Support PC-ME in tracking and maintaining payment records, and coordinating with suppliers.

Perform administrative tasks such as filing, data entry, and organizing financial records for easy access and audit readiness.

Prepare monthly and quarterly financial reports, including budget tracking and variance analysis, ensuring they are submitted to the Project Coordinator - Financial ME by the 20th of each month.

Assist in tracking budget expenditures, analyzing variances, and providing insights for financial adjustments.

Maintain clerical records for all financial activities, including orders, invoices, and receipts.

Coordinate with field teams to ensure timely submission of financial and administrative data.

Provide support in maintaining inventory records, managing office supplies, and overseeing document management.

Key Result Areas (KRA) and Key Performance Indicators (KPI)

Accurate Accounting and Transaction Management

Record all financial transactions accurately and in real-time, ensuring 100% compliance with organizational accounting standards.

Complete and maintain daily payment processing with zero discrepancies.

Ensuring submission of payment related notes and orders with 100% accuracy.

Support PC-ME in submitting monthly financial reports, including budget utilization, variance analysis, and projections, to management by the 20th of each month.

Provide fortnightly financial data insights to PC-ME to support budget adjustments and program planning.

Achieve a 100% accuracy rate in monthly and quarterly financial reports, with clear documentation of variances and justifications.

Track monthly budget utilization against project activities, ensuring variances are within 5% of the planned budget.

Conduct weekly budget variance analysis and share findings with the Project Coordinator - ME.

Maintain organized, up-to-date, and accessible financial documentation for audits and internal reviews.

Complete monthly compliance reviews of accounts payable, payroll, and transaction documentation with zero incidents of non-compliance.

Ensure all financial documents, approvals, and transactions meet internal control standards, achieving 100% compliance.

Ensure accurate documentation and timely processing of all payments to vendors, with 100% adherence to procurement policies.

Record and maintain vendor agreements and payment records, achieving zero errors in documentation.

Coordinate for payment processes within 2-3 business days of receipt of approved invoices

Follow up with field teams to ensure all financial data submissions are accurate and on time.

Resolve field team queries and provide financial guidance within 24 hours, maintaining efficient project operations.