The Finance Officer supports and manages accountancy and budgeting by effectively using AGRESSO and other internal tools in line with AAH standards, GAAP, government regulations, and donor policies. They produce quality financial information, contribute to the application and dissemination of the budget framework, donor rules, and organizational procedures, and ensure reliable, transparent reporting and sound budget management on a timely basis.
Objective 1: Team management
Tasks
- Support the members of admin and finance team in the follow up and implementation of current accounting regulations and ensure all admin staff adhere to organization procedures (Cash management Policy).
- Participate in regular meetings with the team and within the delegation and in the absence of the Finance Manager. (project kick-off and close out meeting, OTF,…)
- Provide accounting support to the Base when need arises
- Ensure accompaniment, follow-up and technical capacity building of Finance Assistants / Cashiers.
Objective 2: Budget management
Tasks
- Provide all necessary information to the Finance Manager for the preparation of Budget versus Actuals and forecast reports.
- Support the Finance Manager in budget preparation for projects’ proposals.
- Send feedback to Finance Manager for CCP updates when needed
- Support in updating the e-FMT, e-CCP, DON file and internal BFU when needed
Objective 3: Administration and contract management
Tasks
- Ensure that local taxation law requirements are fully complied with in collaboration with the Finance Manager.
- Make sure the formalities required by the local authorities are followed in all official documents in collaboration with the Finance Manager.
- Prepare VAT requests and its corresponding for Ministry of Finance (MoF) and contractors
- Support the Finance Manager in following up local authorities’ requests
Objective 4: Financial management (cash/accounting)
Tasks
- Adhere to and enforce the financial internal and donors budget guidelines.
- Make sure that all polices (such as cash management policy), contracts and MoUs are followed
- Check all documents submitted from different parties with ensuring the quality of all vouchers according to the donors, internal and national regulations.
- Ensure the partners expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and a timely encoded in Agresso.
- Ensure that all accounting data are appropriately encoded to AGRESSO. Oversee and manage daily accounting (Agresso) including timely recording of transactions, with ensuring the correct analytical codes (project codes, financial lines, third party code, accounting code, CAT6 etc.
- Support the Finance Manager to manage day-to-day accounting functions including regular cash verification, bank and balance sheet accounts reconciliations, monthly closing.
- Support the Finance Assistants / Cashiers in the management of cashbooks, advance books and perform daily checks.
- Ensure a weekly submission of bank and cash books postback to AGRESSO accounting system.
Objective 5: Internal/external control systems/Archiving
Tasks
- As per signatories policy, have an active role in the processes requiring a Finance validation (procurement, daily workers, …)
- Ensure the fulfillment and adherence to the signatories' policy and schedule for purchases and payment authorizations.
- Support the Finance Manager in the preparation of all internal and external financial audits. Ensure that all supporting documents in the financial files are valid, completed and correctly organized.
- Ensure the compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors, and losses.
- Address HQ preventive control requests to Admin and Accounting Officer in Jerusalem office.
- Support the Finance Manager in the preparation of the documents for local authority’s auditors.
- In collaboration with the Finance Manager maintain a transparent financial tracking and filing system in accordance with the archive policy, and ensure that all necessary original documents are archived correctly and on time and the soft copies are uploaded in the corresponding team channel.
Objective 6: Reporting
Tasks
- Ensure a weekly submission of bank and cash books postback to AGRESSO accounting system.
- Ensure a timely full accounting monthly, quarterly and annual closure.
- Load the Timesheets for the staff every quarter and follow up with HR on the signatures.
- Support the Finance Manager in financial reporting when required.