FUNCTIONAL RESPONSIBILITIES

Project & Process Support

• Process vendor invoices, staff claims, and payment vouchers accurately and on a timely basis.
• Verify completeness of supporting documents and ensure proper approvals in accordance with financial policies.
• Match invoices against purchase orders, contracts, and delivery confirmations where applicable.
• Prepare and process payments (GIRO, bank transfers, cheques).
• Monitor project or programme expenditure to ensure payments are charged to the correct cost centres and funding sources.
• Assist in tracking project budgets and highlight any discrepancies or over-utilisation.
• Maintain proper filing (physical and electronic) of all payment records for audit and reporting purposes.
• Support month-end closing activities, including accounts payable reconciliation.

Administration Support

• Maintain and update vendor master records in the accounting system.
• Liaise with vendors and internal departments to resolve invoice discrepancies or payment queries.
• Assist in coordinating documentation required for internal and external audits.
• Provide administrative support to the Finance team, including document collation and data entry.
• Support implementation of system enhancements or digitalisation initiatives related to finance processes.
• Assist in preparing routine finance reports when required.

Compliance & Finance Support

• Ensure adherence to the organisation’s Financial Policies and Procedures.
• Ensure segregation of duties is observed in payment processing.
• Verify that expenditures comply with grant, donor, or regulatory requirements (where applicable).
• Check budget availability prior to processing payments.
• Ensure proper documentation and audit trail for all transactions.
• Support periodic financial reconciliation and review processes.
• Assist in maintaining internal control discipline and identify areas for process improvement.
• Support preparation of documents required for statutory audit and regulatory submissions.

ORGANISATIONAL RESPONSIBILITIES

• To participate actively in the fund-raising events as well as any other commitments that Boys’ Town undertakes.
• To work in close collaboration with other staff, departments and components of Boys’ Town.
• The Executive Director and or his/her representative may assign you any other duties that are within reason for the operational needs of Boys’ Town.
• Attention to detail and accuracy.
• Accountability and reliability.
• Willingness to learn.
• Organisational skills.
• Teamwork and communication.
• Integrity and confidentiality awareness.

• Diploma or Degree in Business Administration, Accounting, Finance or related discipline.
• 1–2 years of working experience.
• Basic understanding of office administration and documentation practices.
• Willingness to learn compliance, internal controls and audit processes.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Organised, detail-oriented and able to follow procedures accurately.
• Positive attitude, responsible and able to work as part of a team.