1. Position Purpose

The Finance Assistant supports the financial management and accounting functions of Aid Gate Organization (AGO) by assisting in financial documentation, payments processing, financial data entry, cash management, and maintenance of financial records in accordance with AGO financial policies, donor regulations, and Iraqi legal requirements.

The role contributes to ensuring that all financial transactions are properly documented, recorded, and reported, and that financial records are maintained in an organized and transparent manner to support project implementation, financial monitoring, and audit processes.

The position is based in Erbil and may require travel to AGO field offices and project locations across Iraq, including Ninewa, Salah Al-Din, Diyala, Anbar, Basra, Thi-Qar, Baghdad, Dohuk, and other areas of operation, to support financial verification, document review, and monitoring of project expenditures.

2. Key Duties and Responsibilities

2.1 Financial Documentation and Voucher Preparation

• Assist in preparing financial vouchers, including payment vouchers, receipt vouchers, and journal vouchers, ensuring that each transaction is properly documented and supported by appropriate financial documentation in accordance with AGO financial procedures and donor requirements.
• Review all supporting documents related to payments, including invoices, purchase orders, contracts, attendance sheets, and procurement documentation, to ensure completeness, accuracy, and compliance before submission for approval.
• Ensure that all vouchers are properly coded according to project budgets and financial chart of accounts, and that expenses are charged to the correct budget lines and cost categories.
• Attach all relevant supporting documents to vouchers and ensure that financial records are organized and traceable, enabling clear financial documentation and audit trail.
• Verify that all financial documents contain the required approvals and signatures from authorized staff before processing payments.
• Maintain proper numbering and chronological filing of financial vouchers and supporting documents to ensure organized financial records.
• Assist in preparing payment requests and financial documentation required for processing payments through cash or bank transfers.
• Support verification of procurement documents prior to payment processing, ensuring that procurement procedures have been properly followed.
• Maintain financial documentation in both physical and electronic filing systems to ensure accessibility and compliance with financial management standards.

2.2 Cash and Bank Transactions

• Support the processing of financial payments through both cash and bank transactions in accordance with AGO financial procedures and internal control systems.
• Assist in preparing payment schedules and payment lists for suppliers, consultants, and staff payments, ensuring that payments are properly documented and approved before processing.
• Record cash transactions accurately in cashbooks and financial tracking sheets to maintain updated financial records.
• Assist in reconciling bank statements with financial records when requested by the finance officer to ensure accuracy of financial transactions.
• Support regular cash counts and verification processes to ensure that physical cash balances match recorded amounts in financial records.
• Maintain records of staff advances and operational advances, including tracking advance settlements and ensuring timely reconciliation of outstanding balances.
• Ensure safe handling of cash and adherence to internal financial control procedures to prevent financial irregularities or misuse.
• Support preparation of bank transfer documentation and maintain records of all bank-related transactions.
• Assist in monitoring bank balances and inform the finance officer of any discrepancies or financial concerns.

2.3 Data Entry and Financial Records Management

• Enter financial transactions into accounting systems, Excel tracking sheets, or financial databases used by the organization, ensuring that data is accurate, complete, and properly categorized.
• Maintain financial tracking sheets for project expenditures, ensuring that financial records are updated regularly and reflect actual expenses.
• Review financial data entries for accuracy and completeness before submission to finance supervisor or finance manager.
• Maintain electronic and physical copies of financial records, ensuring that all documentation is stored securely and organized for easy reference.
• Assist in preparing financial summaries and tables that support financial monitoring and internal reporting.
• Ensure that financial data is properly backed up to prevent loss of financial information.
• Maintain confidentiality of financial records and ensure that financial information is accessed only by authorized personnel.
• Support organization of financial archives and documentation required for donor reporting or audits.

2.4 Payroll and Staff Payments Support

• Assist in preparing monthly payroll documentation by verifying attendance sheets, leave records, and staff payment information.
• Support preparation of salary sheets and staff payment lists in coordination with the finance officer and HR department.
• Verify that salary payments correspond with approved employment contracts and payroll structures.
• Maintain records of staff salary payments, allowances, and deductions in accordance with organizational policies.
• Assist in preparing per diem lists for staff participating in project activities such as trainings, workshops, or field missions.
• Ensure that staff advances and expense settlements are properly recorded and documented.
• Support preparation of documentation required for salary transfers or cash payments.
• Maintain organized payroll files and documentation for financial reporting and audit purposes.

2.5 Budget and Expense Tracking

• Assist in monitoring project expenditures to ensure that spending is aligned with approved project budgets.
• Maintain budget tracking sheets that record project expenses and remaining balances.
• Review payment requests to verify availability of funds under specific budget lines before processing payments.
• Inform finance supervisor of any potential budget over-expenditures or inconsistencies.
• Support preparation of financial reports by compiling expense summaries and financial tracking data.
• Assist in preparation of financial information required for donor reports or project financial updates.
• Provide financial data to support project budgeting during proposal development when required.
• Support finance team in analyzing financial trends and expense patterns.
• Ensure that financial data is consistent with donor budget categories and financial reporting standards.

2.6 Audit and Compliance Support

• Ensure that all financial documentation is organized and complete to facilitate internal and external audits.
• Support internal audit processes by providing requested financial documentation and explanations of transactions.
• Assist in preparing financial records for external audits conducted by donors or independent auditors.
• Ensure that all financial transactions comply with AGO financial policies and donor regulations.
• Maintain proper filing and archiving systems to ensure that financial documents are easily accessible for review.
• Assist in identifying missing or incomplete documentation and follow up with relevant departments to resolve issues.
• Support monitoring of financial compliance and ensure adherence to internal control procedures.
• Report any suspected irregularities, inconsistencies, or financial concerns to finance supervisor.

2.7 Field Finance Support

• Travel to project locations when required to support financial verification and monitoring activities.
• Assist in reviewing financial documentation in field offices to ensure compliance with AGO financial procedures.
• Support field teams in preparing financial documents and payment requests.
• Verify field-level expense records and ensure that documentation is complete.
• Provide support during field distributions and activities to verify financial records and beneficiary lists.
• Assist in monitoring project expenditures during field visits.
• Support finance officer during donor monitoring visits to project locations.
• Ensure that field financial procedures align with organizational financial guidelines.

2.8 Coordination and Reporting

• Coordinate with logistics department regarding payment processing for procurement-related expenses.
• Coordinate with HR department regarding payroll preparation, staff contracts, and benefits documentation.
• Communicate with program teams to verify project expenses and financial documentation.
• Coordinate with field staff to ensure that financial documents are submitted in a timely manner.
• Provide financial data and documentation when requested for internal or donor reporting.
• Support preparation of monthly financial summaries and expense tracking reports.
• Participate in internal meetings related to finance, project implementation, and operational coordination.
• Maintain communication with finance officer regarding financial issues, documentation needs, or payment schedules.
• Follow instructions and guidance provided by finance supervisor.

3. Qualifications and Requirements

Education

Diploma or Bachelor degree in Accounting, Finance, Business Administration, or related field.

Experience

• Minimum 2–3 years of experience in finance, accounting, or financial administration.
• Experience with NGO / INGO projects preferred.
• Experience working in Iraq preferred.
• Experience with financial documentation, vouchers, and accounting systems required.
• Experience with donor-funded projects is an advantage.

Skills

• Strong financial documentation skills
• Good accounting knowledge
• Good computer skills including Excel
• Attention to detail
• Good organizational skills
• Ability to work under pressure
• Good communication skills
• High level of integrity and professionalism

Languages

• Fluency in Arabic required
• Good working knowledge of English required
• Knowledge of Kurdish is an advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

• Female candidates are strongly encouraged to apply.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.