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Job Description
Position Title: Finance Assistant
Duty Station: Aba’ala town, Afar Region
Open Position: 1
Safeguarding Risk Level: High
Working in the finance unit, under the direction of the Field Finance officer, the Finance Assistant will be responsible for the day-to-day routine tasks of the finance Assistant (cashier) role where the details are specified under the Essentials of Job Functions below. She/he is expected to produce reliable, accurate and timely financial report/information for all stake holders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in the team. Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.
Essential Job Responsibilities
Treasury Management (70% of Time)
- At all times, ensure that adequate fund is available for operations. Ensure that the Mercy Corp’s petty cash replenishment system is followed up consistently and ask for replenishment based on the minimum reorder level set for the office.
- At all time, ensure that there is adequate cheque leaf and other payment processing pads are available in the office and put a reorder level system before the cheque leaf or other payment processing documents run out completely.
- Organize with the Support Service team in the office and ensure that the room where the safe box is located is adequately protected and secured enough.
- Ensure that the currency notes we are receiving from any legitimate source which includes staff travel or operational advance return are not fake currency notes. On the event this happens, alert the Field Finance officer immediately.
- Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the Finance Assistant (cashier office) office.
- Ensure that on all payments made we are withholding the relevant government withholding tax for the payments where this is applicable by law
- Ensure that all Mercy Corps policies and procedures are adhered in terms of cash hours, weekly cash count and monthly cash count procedures
- Ensure that all the cash transactions are entered to the Navigator system on a daily basis and ensure the cash balance based on the system information is matching with the physical cash count in the safe box
- Print the GL register from Navigator and ensure it is filed with the original vouchers
- Liaise with the logistics team (Support Service officer) that any missing or insufficient supporting documents are immediately delivered and if this is not delivered, hold the final release of cheque and discuss with the Field Finance officer for further action.
- Perform the routine cash payment based on the complete and authorized documents
- Perform the routine cheque payment based on the complete and authorized documents
- Ensure the safety and security of cash handling as well as cheque handling between the move from/to office and bank.
- Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden
Compliance Monitoring (5% of Time)
- In addition to the financial review done by the Field finance officer, perform sensibility checking that all the supporting documents attached to the voucher are meeting the internal control standards of Mercy Corps, and they are duly signed by the authorized staff members in the office.
- Query any altered document presented for payment. Ensure that all altered document for whatsoever reason and submitted for payment has the signature of the authorized personnel in the office against the place where the alteration has been made.
Customer Focused (20% of Time)
- Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
- Ensure that clients or staff members who are expecting to collect the cheque or cash payment are not lining up unnecessarily and they receive adequate and timely service. Inform the clients or external parties who expect the cheque payment that the payment is ready for collection.
- Depending on the need, maintain log sheet which will reveal the processing time and the actual time the payment is done
- On exceptional circumstances and on the possible delay of payment process, provide ahead feedback to the staff members (mainly Support team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
- Provide professional and polite responses to all external parties as well as staff members for any queries that they may raise in connection to the expectation of payments
- Generally, be courteous for all external parties or staff members who may require the support on the payment service
Financial Accounting and Others (5% of Time)
- As required, provide cover for the Field Finance Officer in his/her absence
- Perform double and final check of document authorization that it has been authorized based on the limit set in the Authority Matrix
Perform any other similar tasks that may be reasonably assigned by the supervisor in any one of the four components above.
Accountability to Beneficiaries
- Support and contribute for the accountability efforts to program participants and international relief standards.
- Contribute to the Implementation of community accountability reporting mechanisms (CARM) effectively.
- Conduct yourself professionally, respecting local laws, customs, and Mercy Corps’ policies.
Diversity, Equity & Inclusion
- Promote a gender-equal and inclusive workplace culture in daily interactions.
- Commit to continuous learning, listening, and evolving to enhance diversity, equity, and inclusion.
Security
- Ensure compliance with security procedures and policies.
- Proactively ensure a secure operating environment for team members.
Safeguarding & Ethics
- Treat all individuals with respect and dignity.
- Adhere to principles for preventing sexual exploitation and abuse.
- Complete mandatory Code of Conduct training upon hire and annually.
SUPERVISORY RESPONSIBILITY: None
REPORTS DIRECTLY TO: Field Finance officer
WORKS DIRECTLY WITH: Mainly with the Field Finance officer, Field operation and program team.
About You
KNOWLEDGE AND EXPERIENCE:
- Diploma/Degree in Accounting, Business Administration, Finance or related discipline. Compensating Education + Experience can be considered.
- Three years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
- Experience working with USAID/BHA and EHF grants.
- Demonstrated competency with computerized general ledger software
- Advanced computer skills in MS Office programs, particularly in Excel
- Prior management experience and strong organizational skills
- Excellent oral and written English skills
SUCCESS FACTORS
- Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skill, team oriented
- Good computer skills (especially Microsoft Excel, Work, and Outlook)
- Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
- High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
- Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
- Excellent communication skills, written and oral are required.
- Demonstrated cultural sensitivity and appropriate flexibility.
- Emotional maturity and physical stamina.
- Demonstrated experience in managing Matrix Reporting
- Willing to travel to Mercy Corps field offices and project sites , when required
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
How To Apply
All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent electronically.
Only candidates that are short-listed will be acknowledged and called for interviews.
“Mercy Corps is an equal opportunity employer promoting gender, equity and diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”
DEADLINE FOR ALL APPLICATIONS: 13 November 2024/ 4:00 PM