ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

Position Profile

The Finance Officer is responsible for:

• · Preparation and consolidation of the mission’s accountancy in an accurate and timely manner;
• · Supervision of all cash payments initiated by the Finance Assistant in a transparent and accurate way and as per ACTED procedures for Addis Ababa office; Ensuring a good filling and document tracking system is in place;
• · Assisting the finance department on the monthly internal reporting (TITANIC)

Specific responsibilities include:

Cash:

• · Responsible for reviewing of weekly and monthly cash counts for Finance Manager’s approval (Cash Checking Statement).
• · Coordinate with other departments to collect the monthly fund requests and make sure they are based on realistic forecasts (in compliance with the monthly BFU’s and DFU’s).
• · Responsible for the timely and realistic submission of the monthly cash request forecast for Mission.
• · Responsible for bank relationship and banking documentation at Field level

Payment Procedure:

• · Responsible for timely payment execution at Capital Level in compliance with ACTED internal procedures.
• · Responsible of accurate and timely execution of statutory tax payments (WHT, pension tax, income tax etc)
• · Responsible for supervision of the finance assistant during the preparation of payment voucher for approval by FM/ CFM before payment is processed.
• · Responsible to make sure every payment has the full set of supporting documents/ procurement documentation.
• · Responsible of the validation of the commitment and payment of expenses according to his/her signature threshold as per the authorization matrix
• · Preparation and review of monthly bank reconciliation

Filling:

• · Responsible for tracking all finance vouchers from all bases through the monthly preparation of the Red Cell Game tool.
• · Responsible for follow up and filing of physical vouchers
• · Responsible for checking of all finance vouchers for Addis Ababa and making sure they are complete and fully signed on a monthly basis.
• · Responsible for following-up and supervising the finance assistant during the filling process:
• · Make sure all vouchers are correctly labelled as per ACTED standards.
• · Make sure the documents are photocopied/ scanned weekly.
• · Make sure all documents are coded and filed as per ACTED guidelines and uploaded in the cloud regularly (digitalization process).

Accounting:

• Uploading of monthly exchange rates in SAGA
• Responsible for preparation and uploading of provisional writing from the bases (Cash/ Bank Book entries) in SAGA according to ACTED Standard entry grid.
• Responsible for cross check of allocation as per purchase order/ supporting documents.
• Responsible for accounting codes accuracy in cash/bank books and payment vouchers according to ACTED Standard entry grid.
• Responsible to check Cash/ bank books and SAGA before closing the monthly accounting, consolidating the provisional writings in SAGA, ensure all Third Party Codes before end of year closure.
• Responsible for creating C and E BALZAC codes in SAGA.
• Responsible for preparing on monthly basis loan/advance book and send it to FM & CFM for check by 10th of the month and follow up with staff and suppliers on a regular basis to clear/ close advances monthly.
• Responsible for following-up and approving staff advances as well as validation exit forms before signature by CFM.
• Responsible and focal point for V1 closure during mid-year and annual closure, PRATIC + supporting documents (debt/ loan recognition forms and cash/ bank reconciliation forms).
• Integrate the Cash/ Bank Books in SAGA in gap filling for other bases.
• In charge of coordination with other missions’ focal points in order to keep up to date X-NLEs in SAGA.
• Responsible for accurate, timely and efficient flow of financial and accountancy information to CFM and other bases.
• Preparing on monthly basis loan/advance book and send it to FM for check by 10th of the month.
• Preparing on a monthly basis the mission’s PRATIC and send it to the CFM for check by 10th of the month
• Preparing and consolidating on a monthly basis the CFU/DFU by 10th of the month
• Integrating NLEs and X-NLEs on a monthly basis by 15th of the month
• Integrating Addis Ababa and field books on a monthly basis by 5th of the month

Reporting:

• · In charge of preparing the financial sheet for new projects in compliance with the approved budget and grant agreement signed.
• · Integrate the financial sheet in SAGA and make adjustments as needed/ requested.
• · Assist FM in preparation of reports when needed (under Finance Manager Supervision).
• · Assist FM in preparation of BFU’s when needed (under Finance Manager Supervision).
• · In charge of reviewing ACTs, clearing them and updating the ACT review file every month by the 15th of the month
• · In charge of preparing the running costs and support costs follow-up on a monthly basis by the 15th of the month
• · In charge of preparing the co-funding follow-up tool on a monthly basis by the 15th of the month and coordinate with program and PD focal point to identify co-funding opportunities when required.
• · In charge of preparing the Support BFU on a monthly basis by the 15th of the month.

CFU/DFU:

• · Responsible for the preparation of the monthly Debt Follow Up for Addis Ababa and timely submission to the DFU/ CFU focal point for consolidation.
• · Responsible for proper follow up for on all pending debts/ payments and that they are cleared within reasonable time.
• · Responsible to follow up with Logistics on regular basis to update the Contract Follow Up and make sure all recent procurements are reflected in the CFU.

Cost Analysis:

• · Responsible for monthly follow up on Addis Ababa’s running costs.
• · Responsible for preparation of different cost analysis to CFM and Country Coordination for different decision making on cost control, upon request.
• · Responsible for cross-check of allocations with other departments.
• · Supervise and guide the finance assistant on the various daily tasks such as preparation of payment vouchers, checking documentation, filling of payments, preparation of monthly entries (Cash/ Bank books), photocopying and scanning of monthly documents for the process of digitalization.

Links with other departments:

• · To handover final photocopied vouchers to compliance for final check, and follow-up for filing.
• · Assist the Compliance department in audits and documents gathering; full cooperation with external auditors.
• · Perform any other task assigned by the FM/ CFM.

Protection mainstreaming : Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc).

Subordination: The employee works under the functional subordination of the Finance Manager.

Job Requirements

Qualifications/Skills Required:

• · Bachelor degree in Accounting, Finance, Logistics, Business Administration, Human Resource or a related field.
• · A minimum of four years’ relevant experience, preferably in a similar position in an INGO.
• · Deep and clear understanding of humanitarian principles and activities.
• · Sound understanding/experience in financial processing and management
• · Excellent skills in Microsoft Word, Outlook, and Excel.
• · Strong organizational skills and meticulous attention to detail.
• · Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
• · Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• · High level of integrity and honesty.
• · Ability to translate between Amharic and English
• · Knowledge of Somali language is a must.