Job Description

I. Summary of position

 The Finance Officer 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, review of cash and bank disbursement documentation, support preparation of treasury forecasts at base, review commitments, carry out reconciliations, facilitate monthly accountancy closure, support budget monitoring, financial reporting, staff training and capacity building.

Engagement

The Finance Officer will foremost work under the technical supervision of the Finance Manager, Administratively and on a day to day basis the Finance Officer will report to the Field Coordinator and technical  will report to the Finance Manager.  S/He will collaborate and support the respective teams in WASH, Health, Nutrition, Food Security, Livelihoods and Logistics departments by providing financial Accountability, Service and Integrity.

Key Deliverables

• 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.
• Effective Cash Account Management: Overseeing daily cash and mobile wallet balances, monitoring cash flows to ensure sufficient operational funds, and maintaining accurate transaction records.
• Monthly Cash Projection and Monitoring: Generating monthly cash projection reports, monitoring actual cash usage against projections, and providing regular reports on cash status and unusual activities.
• 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.
• Invoice Processing and Compliance: Managing the invoice processing workflow, ensuring compliance with internal controls, obtaining necessary approvals, and addressing any compliance issues.
• Month-End Reporting and Balance Reconciliations: Facilitating monthly accountancy closure, participating in Budget Follow-Up reviews, supervising financial activities, ensuring accuracy in document review, reconciling advances, and maintaining tax compliance.
• 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.

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.
• Daily Cash Account Management: Oversee the day-to-day management of cash, mobile wallet balances, at the base level. This involves monitoring cash flows, ensuring sufficient funds for operations, and maintaining accurate records of all transactions.
• Monthly Cash Projection and Monitoring: Generate monthly cash projection reports based on the Budget Follow-Up (BFU) and discussions with project managers and Field Coordinators. Monitor actual cash usage against projections and report any significant deviations. Provide regular reports on cash status and potential unusual cash activities.
• Accurate Financial Transaction Recording: Maintain the accuracy and integrity of financial records by recording all transactions in cash books, mobile money wallet books, and bank books in a timely manner. Upload these records to relevant financial system software for review and approval by the Finance Manager.

Invoice processing and payments:

• Receive Completed ePD's from Logs via NHF Shared Folder: Finance Officer will initiate the workflow by receiving completed Purchase Documents (PDs) via a dedicated NHF Shared Folder. This is the entry point of the process, setting the stage for subsequent steps.
• Update the Invoices - Closed ePD Tracker: Update the electronic PD (ePD) tracker. This serves as an audit trail and ensures that all closed invoices are accounted for.
• 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 Officers 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 Officer 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.
• Sylogist Upload of Payment Invoices Data and approved PV: After approval, Finance Officers upload payment data into Sylogist, and the approved PV.

Month-end Reporting:

• Facilitation of Monthly Accountancy Closure: Play a key role in the monthly accountancy closure process. Ensure that all financial transactions are accurately recorded, and accounts are reconciled. Collaborate with the finance team to finalize month-end reports.
• Budget Follow-Up (BFU) Participation: Actively participate in BFU review meetings to assess budget performance. Provide feedback on finance-related action points and closely monitor base location grants to ensure that budgets are executed optimally. Identify any transactions requiring recoding or reclassification.
• Supervision of Financial Activities: Maintain a close watch on all financial activities, identifying any issues that could negatively impact internal controls or financial performance. Report these issues to the Finance Manager or Head of Finance promptly and propose improvements to accounting procedures.

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 ACF'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:

• Audit Support: Collaborate with the Finance Manager and Head of Finance during external, internal, donor, or government audit processes. Provide the necessary documentation, explanations, and assistance to auditors to ensure a smooth audit experience.
• 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 Sylogist 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: Act as a bridge between the HR Coordinator and staff, communicating general HR information to relevant personnel. Facilitate the flow of important HR updates to ensure all staff members are informed.

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

Skills Required

Follow us on social media