Mango Sample Job Descriptions

1. Introduction
This pack gives examples of the specific responsibilities for finance staff in
two different sized offices. The examples provided are:
Finance Manager and Finance Assistant, for a medium sized NGO
office, and
Finance/Admin Manager and Cashier/Admin Assistant for a small
NGO office.

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Sample Job Descriptions

2.1 Finance Manager for a medium sized NGO office:

Ensure that appropriate finance systems are maintained, and that

all procedures and controls are implemented.
Ensure that all transactions are properly accounted for.
Manage bank accounts, and the transfer of money between headoffice, country office and field offices.
Monitor cashflow, and ensure that sufficient funds are always
available in the bank.
Authorise payroll, and other payments. Sign cheques.
Prepare the monthly financial accounting reports at the end of each
month, and submit them to head office by the second week of the
following month.
Prepare monthly management reports at the end of each month.
Monitor the funding situation, and prepare the funding grid at the
end of each month.
Assist in the preparation of budgets and accounts to donors, as
requested.
Provide any other financial information, as requested, and respond
to any other financial queries.
Liaise regularly with budget holders.
Assist any audit undertaken.
Provide support to field finance staff, and work closely with them to
ensure that financial information is accurate and up to date.
Continue to develop improvements in the finance system, as
necessary.
Manage the Finance Assistant.

2.2 Finance Assistant for a medium sized NGO office

A) Make payments and receive funds in accordance with finance

procedures:
Collect and examine supporting documents.
Ensure that documents and signatures are valid.
Prepare payment vouchers, and receipt vouchers.
Maintain float, loan and salary advance registers.
Prepare monthly payroll.
Prepare cheques/payment orders and ensure that they are properly
delivered.
Record all transactions, on manual/computer systems as
appropriate.
B) Manage the petty cash:
Ensure that supporting documents/signatures are valid.
Prepare petty cash vouchers.

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Sample Job Descriptions

Be responsible for petty cash held in the office.

Prepare Petty Cash Form, and request additional cash as necessary.
Carry out cash count every two weeks.
C) Ensure that all accounts records are filed in an orderly manner.
D)Produce bills for staff use of vehicles, photocopier and phone.
E) Assist in the production of the monthly accounts (specifically, produce
the cashbooks and the analysed cashbooks for the office).
F) Undertake any other duties that may be requested by the Finance
Manager.
3.1 Admin and Finance Manager for a small NGO office:
A) Finance
Make sure that all financial transactions are carried out and
recorded in accordance with standard financial procedures.
Regularly review the float, loan and salary advance registers.
Carry out a cash count every two weeks.
Monitor cashflow and request top-ups from head office.
Approve the monthly payroll.
Check the month end cashbooks, and ensure that all book-keeping
and coding is accurate.
Ensure that all financial records are properly kept.
Prepare an analysis of the cashbooks, management report,
comparison with budget, and commentary at the end of the month.
Ensure that accounts are received in head office within the second
week of each month.
Assist in the preparation and review of budgets.
Monitor actual expenditure versus budgets.
Assist in preparation of financial reports to donors, in liaison with
head office.
Continue to develop appropriate financial systems and help all staff
to understand and work with them.
Provide support to the office in all other financial matters.
Manage the Cashier/Admin Assistant.
B) Vehicle Management
Ensure that the office has vehicles appropriate to its needs.
Provide fuel for all vehicles and the generator through the fuel
vouchers system.
Allocate vehicles to journeys (particularly making sure that project
staff are dropped off and collected in as efficient a manner possible).
Ensure that the agreement with the fuel supplier is valid, fair and
works well.
Ensure that the agreement with the vehicle owners is valid, fair and
works well.
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Prepare monthly vehicle/fuel reports.

C) Administrative
Allocate VHF radios as required, and ensure that they are used
according to accepted operation procedures.
Analyse the phone bill, produce private bills for private usage and a
summary report.
Manage the purchase, distribution, use and repairs of all office
equipment (e.g. computers and photocopier).
Ensure that all computers have appropriate software.
Ensure that the security procedures are implemented.
Ensure that there is appropriate accommodation and furniture for
both office and residential needs and that there is a valid lease
contract.
Negotiate any changes to the property contract, or improvements to
the property, with the landlord.
Manage all domestic arrangements. This includes both managing
domestic staff and overseeing the day to day running of the house
(e.g. monitoring costs).
Liaise with other agencies/government.
Oversee all administrative filing and records, and archiving.
Ensure that all major financial (or other) commitments with other
parties are covered by a legal written agreement.
Provide support to the office in all other administrative matters.
Manage the Watchmen, the Cook, and the Cleaner.
D) HR
Ensure that all staff have valid contracts and job descriptions, and
that they understand them.
Ensure that staff move from step to step up their grade as
appropriate.
Implement performance review and performance management for
all staff.
Prepare the staff list every month.
Maintain the leave register.
Periodically review salary scales.
Review the structure of the staff contracts.
Manage the recruitment of all new staff.
Calculate and disburse terminal benefits packages as required.
Review staff training needs, and organise for them to be met.
Maintain HR records, including staff lists, staff files and the leave
register.
Ensure compliance with local labour law regulations on all staff
matters.
Liaise with the Ministry of Health and Labour as necessary.
Provide support to the office in all other HR matters.

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E) Logistics
Organise for the purchase and delivery of goods to support the
office and its work.
Receive and distribute goods in a professional manner (count goods
in and out, make sure that paperwork is complete).
Oversee the stores.
Ensure that all logistics and stores paper work is properly completed
and stored (e.g. delivery notes, stock cards).
Prepare paperwork for all international imports (e.g. tax exemption,
landing permission).
Provide support to the office in all other logistics matters.
Manage the Storekeeper/Office Assistant.
F) Other
Produce a monthly written report for the Programme Manager.
Deputise for the Programme Manager when necessary.
Monitor security situation and report to senior management as
necessary.
Ensure staff comply with security guidelines.
Liaise with head office as necessary.
Undertake any other duties that may be requested by the
Programme Manager.
3.2 Cashier/Admin Assistant for a small NGO office:
A) Finance
Maintain cashbooks and accounts records.
Make payments, including preparing payment vouchers.
Receive cash, including preparing receipt vouchers.
Maintain float, loan and advances registers.
Prepare monthly payroll and salary payments.
Prepare month end cashbook.
Change money into local currency, and cash bankers drafts as
required.
Produce personal bills for all personal use of phone, photocopier and
vehicle.
B) Administrative
Maintain all administration files.
Receive, distribute, circulate and file all documents that come into
the office.
Distribute documents to other agencies.
Send the weekly pouch to head office, including keeping full records
of pouch contents.

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Answer radio calls, and receive/send SITOR messages (when

possible).
Send/receive faxes.
Ensure that all communications are properly referenced and
recorded.
Book flights and arrange visas for staff and visitors.
Meet visitors at the airport.
Make arrangements for meetings and workshops.
Maintain and manage a suitable stock of office stationery.
Receive visitors to the office in a polite and helpful way.

C) Other
Assist with logistics when necessary, particularly in obtaining
government papers.
Undertake any other duties that may be requested by the Admin &
Finance Manager.

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