Job Description

Summary of position

The Finance Assistant will be responsible for ensuring Action Against Hunger USA systems and procedures of internal controls are followed when handling or processing financial transactions She/He shall work and support the Finance Manager in accounting and financial matters. The incumbent ensures all recorded financial transactions present accurate, true and fair status of incurred expenditure in line with donor, HQ and mission guidelines.

Purpose

The position will be responsible for among other duties; review payments and supporting documents, process payments, manage the petty cash and bank disbursement documentation, preparation of support documentations and carry out reconciliations, facilitate monthly accountancy closure and payroll.

Engagement

The Finance Assitant will foremost work under the technical supervision of the Finance Manager, will report to the Finance Manager.  S/He will collaborate and support the respective teams in HR department Logistics and Programs by providing financial Accountability, Service and Integrity.

Key Deliverables

1. Timely and Accurate Supplier Payments and Reconciliations: Ensuring prompt processing and reconciliation of payments to suppliers, verifying invoice accuracy, and maintaining alignment with contractual agreements and financial records.
2. Import all invoice into the system- Syllogist-ERP
3. Effective Petty Cash Management: Overseeing daily cash and mobile money via Merchant transfers, weekly cash counts to ensure sufficient operational petty cash, and maintaining accurate transaction records into Syllogist-ERP
4. Accurate Financial Transaction Recording: Maintaining the integrity of financial records by timely recording of transactions in cash, mobile money, and bank books, and uploading these records to financial system software.
5. Invoice Processing and Compliance: Managing the invoice processing workflow, ensuring compliance with internal controls, obtaining necessary approvals, and addressing any compliance issues.
6. Month-End Reporting and Balance Reconciliations: support with Finance Manager/ Accountant Facilitating monthly accountancy closure, ensuring accuracy in document review, reconciling advances, and maintaining Payroll and uploading into the Syllogist.

I.         Essential job roles:

 Cash Management:

• Timely Payments to Suppliers and Reconciliation: Ensure that payments to suppliers are processed promptly and accurately. Review invoices and supporting documents to verify the correctness of the amounts. Prepare reconciliations when necessary to ensure that payments align with contractual agreements and financial records.

• Prepare Payment Vouchers & Invoice Supporting Documents: Ensure payment Vouchers (PVs) are prepared alongside requisite invoice supporting documents. This involves entering details such as the invoice number, amount, donor codes, Account codes and vendor details.
• Upload PVs to ECHO Sign for 1st & 2nd Level Approval: Finance Assistant upload the PVs to ECHO Sign for both first and second-level approvals.
• Address feedback for any compliance issues raised: In case of any compliance issues flagged during the review, Finance Assistant is responsible for resolving these before re-submission.
• Echo Sign 2nd Level Approval of Vendor Invoices: Submit Invoices to the Finance Manager and Head of Finance for final approval on ECHO Sign, making the ultimate decision on the legitimacy and validity of the PVs and Vendor Invoices.
• Syllogist Upload of Payment Invoices Data and approved PV: After approval, Finance Assistant upload payment data into Syllogist, and the approved PV.
• Archiving system, the Finance Assistant is responsible for archiving monthly financial support document into NHF.

Balance Reconciliations (Accounts Payable and Accounts Receivable):

• Accuracy in Document Review: Thoroughly check and review the accuracy of all supporting documents and invoices before processing payments. Ensure that all required documents are complete and compliant with internal control procedures, donor provisions, and statutory regulations.
• Advance Reconciliation: Consistently reconcile all advances and actively follow up for their liquidation. Communicate any outstanding advances weekly and adhere to the Action Against Hunger's policy regarding the number of advances allowed at any given time.
• SYLOGIST Entries Review: Conduct a weekly review of SYLOGIST entries to verify the correctness and accuracy of accounting codes, contract codes, project codes, and financial lines. Ensure that all entries align with Action Against Hunger standards.

• Tax Compliance: Ensure compliance with local tax regulations by processing statutory deductions.

External Audit & Internal Audit:

• Provide support to Finance Manager for Audit Facilitation and Risk Management: Providing crucial support during external, internal, donor, or government audits, including preparing necessary documentation and assisting auditors. Proactively identifying financial risks and implementing measures to mitigate fraud and corruption.
• Risk Identification: Continuously assess daily operations for potential risks of fraud and corruption. Recommend proactive measures to mitigate these risks and maintain the integrity of financial operations.

Other Duties:

• ERP Database Maintenance: Maintain the Syllogist database for the mission by recording all bank and cash transactions accurately and in a timely manner. Ensure the integrity and completeness of financial data.
• HR Information Communication/Support: Act as a bridge between the HR Department and Finance Department, in terms of Payroll preparations/review and facilitate on time of monthly Payroll payment for Action Against Hunger Somalia mission staff.

II.       Gender Equality commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance
• Respect beneficiaries’ women, men, boys, and girls regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age or marital status,
• Value and respect all cultures.

III.     Fiscal Responsibility

Managing base cash and mobile money books

IV.     Physical demands

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

V.       Working Conditions, Travel and Environment

The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.  

Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as infectious diseases.

Experiences and Qualifications

• Business Administration, Commerce, Organization Development or relevant field. Professional qualification in accounting or finance would be an added advantage
• At least five (3) years’ experience in a similar role. International NGO experience is an added advantage;

II.       Required Skills & Experience

• Professional Certification in Business Management.
• Skills in Microsoft office (Spreadsheets, word processing and accounting packages.)
• Excellent people management, analytical, problem solving, negotiation, interpersonal and communication skills;
• Demonstrated ability to work effectively in an individual capacity and as part of a team and an ability to multi-task;
• Confidentiality, accountability, integrity and ability to handle sensitive situations;
• Fluent in both spoken and written English;
• Proven competency in the use computer applications;       

Skills Required

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