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The Finance Assistant is a key member of the finance team at Area level
S/he is responsible of managing payment cycles, from the preparation of the documentation and reporting them to Capital to controlling the compliance and budget allocation.
Chain of Command
Under the authority of:
- Area Coordination
Working Relations
Internal:
- All Department, specifically Logistics and HR & Administration.
- Area Coordinators
External:
- Suppliers, Service providers & Contractors
- MTA
- Ensure that payments are made efficiently and in a timely manner as per Acted internal rules and processes
- Ensure that Capital office correctly updated with all payments statues for a smooth monthly reporting
- Ensure that all documentation is properly scanned and filled as per Acted standards
- Manage the cash on the base
Cash and Payment Management
- Conduct thorough checks on supporting documents to ensure they comply with Acted thresholds and procedures, considering the project's duration and liquidation requirements.
- Prepare the payment requests and submit them to capital finance team
- Facilitate supplier payments in cash, either through MTA or direct cash payment, ensuring all documentation is complete.
- Ensure receipt and retention of proof of payment; obtain a signed summary of distribution when payments are processed through MTA.
- Regularly monitoring of field office running cost advances and returns.
- Track cash balance according to needs and allowed limits. Ensure sufficient cash in the safe to facilitate payments, advances and security envelope.
- Count and validate cash against the cash book weekly, and monthly before submitting for approval to the Finance Supervisor for monthly closure; report any variances in due time to coordination
- Review the accuracy of the base HR TITANIC (formulas check).
- Prepare the payment requests and submit them to capital finance team
Accountancy Management and control
Report payments once the payment is processed to Capital on a daily basis;
Make sure that all accounting data shared with Capital is in line with Acted global rules and processes
Ensure compliance with logistics and human resources procedures at all times.
Take the lead in verifying financial transactions:
- Daily: Review payments to ensure there are no errors or omissions.
- Weekly: Conduct checks in coordination with the designated referent.
- Monthly: Collaborate with the Area Finance Officer and Coordination (Sub-Area Coordinators) for a comprehensive review.
In case of any discrepancies, initiate and lead the investigation, and propose corrective actions for managerial approval.
Coordinate with MTA, suppliers, contractors, beneficiaries, and other stakeholders to facilitate and execute payments as instructed by the line manager, in full compliance with Acted’s financial procedures.
Archiving Management
- Make sure all payment and related documentation are scanned and archived as per Acted internal standards;
- Prepare and send the accountancy documentation to Capital for review and archiving.
- University Degree
- Basic knowledge of Excel
- At least one year of experience in an INGO – NGO in a similar position
- Ability to communicate easily in Arabic and English
- Rigorous and detail orientated
- Having Certificate/Training in business management, accounting, or administration” is preferred
- Working Knowledge of English (can read and speak enough to accomplish tasks)
Key Performance Indicators
- Number of accountancy books submitted on time
- Number of cash count matching
- % of scanned documentation archived and sent on time (monthly paid)
- % of payment done within the timing of the signed contract
- Amount of advances still open on a monthly basis
Interested and qualified applicants must apply by filling out the application form at this link
Only applications in English will be considered
https://forms.office.com/e/VmRN22g0hj
Only the shortlisted candidates will be contacted
نصيحة لحمايتك
ننصح بقراءة طريقة التقديم بعناية و التقيد بتعليمات التقدم للوظائف و المناقصات.