Business Support officer/1852


Duration : 12 mois
Start date : ASAP
You'll contribute to ending world hunger by ...

The Cash Learning Partnership (CaLP) is a network of humanitarian organizations working on cash transfers programming (CTP). It is composed of more than 80 organizations and experts; representatives of the private sector, governments, UN agencies, NGOs and international financial and telecommunications institutions.

The CaLP mission is to radically increase the scale and quality of cash transfers as a modality of humanitarian assistance. CaLP encourages its’ members to collectively contribute to the global framework for action to move forward with the cash agenda at all levels. CaLP also provides support to it’s’ members, based on best practices. The work of the CaLP Secretariat is summarized in four strategic objectives:

1.    Capacity building : it is a crucial element in the preparation for the implementation of CTP, and for the improvement of the scope and quality of CTP;

2.    Knowledge management and research to develop evidence about CTP and make them easily accessible;

3.    Coordination by providing specialized support to dedicated bodies;

4.    Advocacy and influencing to ensure that policy decisions advance cash transfers and the global framework for action.

To ensure the roll-out of this strategy, CaLP works through different regional offices. The Regional team for West Africa is sitting in Dakar, Senegal, and is hosted by Action Against Hunger. As a hosted team within a consortium, CaLP works through different systems and engage in different set of procedures, which makes it a complex environment to work in. Flexibility is a necessary skill to navigate those ways of working, while putting compliance and accountability first.

With the development of activities and CaLP’s increasing membership, the regional team is expanding (from 3 staff members to 5 in the coming months). Communication and administrative / finance functions

that were previously combined are now split. Thus, this advert aims at identifying a great profile, an experienced individual, to take over this newly created role and be in charge of the administrative, finance and accounting work, allowing a smooth roll-out of regional work in a complex setup.

The position is based in Dakar, Senegal, in close links with colleagues sitting in offices in ACF WARO office, CaLP team in Oxford and Action Against Hunger in New-York.

This position may imply punctual travel.


Key activities in your role will include

1. GENERAL OBJECTIVE OF THE POSITION

Support the implementation of CaLP's regional and global strategy by ensuring the financial and administrative management of the regional office under the direct supervision of the CaLP Regional Representative and WARO Admin and Finance officer’s technical supervision, in line with ACF rules and procedures and ensuring donor compliance across activities.

2. SPECIFIC TASKS AND OBJECTIFS

Objective 1: Accounting

Tasks:

  •  In charge of accounting for CaLP’s office accountancy using ACF accounting system, and ensuring accuracy
  • Check partners and suppliers’ backing documentation
  • Review and consolidate expenditures coming from various ACF Offices
  • Ensure compilation of all expenditures made on CaLP’s regional grant on a monthly basis
  • Carry out bank matching and reconciliation
  • Support in the preparation of audits
  • Ensure a financial briefing to all new employees, including procedures and tools
  • Support all CaLP team in ensuring the proper application and adherence to donor rules and regulations
  • Ensure appropriate filing of all backing documentation for audit purpose
  • Report accounting journals for expenditures linked to activities to WARO office on a weekly basis

Objective 2: Cash and Bank

Tasks:

Bank Management:

  • Implement and respect the ACF authorization expenses procedure.
  • Follow up the monthly treasury sheet, for each currency and reconcile the bank accounts
  •  Approve the purchase or payments
  • Ensure appropriate availability of fund for timely delivery of activities
  • Be in charge to keep track of any communicated documents with the bank

Cash management

  •  To implement and respect the ACF authorization expenses procedure

Objective 3: Finance

Tasks:

  •  Consolidation of BFU based on expenditures info submitted by WARO upon accounting closure on a monthly basis
  • Making expenses and Budget forecast in close coordination with the regional team
  •  Analyse possible under and over expenditures, working with the Regional representative to identify possible solutions
  •  Report any discrepancies, problems to the Regional Representative.
  • Follow-up the running costs of the project with ACF WARO
  • Monthly financial reports are sent to the Regional Representative and CaLP HQ
  • Develop financial donor quarterly reports
  • Participate in proposal developing regarding the budget and other financial templated requested.
  • Be able to give accurate answer on budgetary questions (Budget lines, Balance, extension…)

Objective 5: Other Administrative Responsibilities

Tasks:

  • Collect time-sheet from all regional staff members.
  • Ensure CaLP’s internal follow-up of breaks and leaves for CaLP regional staff
  • Maintain a contract tracker for the payments, obligations, due dates and be on top of the contract management.
  • Respect of ACF Charter and internal rule 
  • Attend internal and external coordination meetings
  •  Ensure smooth and efficient communication with other departments at the regional and HQ level, and with partners and suppliers at country level
  • Support visa processes for travels and book travels for the regional team
  •  Ensure that MoU detailing all requirements as per goods and services to be purchased on behalf of CaLP are signed with partners at country level 1 week prior to the activity roll-ou

Objective 6: Reporting

Tasks:

  •  Ensure regular communication and reporting with key partners (ACF offices and CaLP team)

  • Adhere to the Mission Reporting system and submit on time the Reports requested.

  • Respect the Security rules of ACF

Objective 7: Procurement

Tasks:

  • Lead procurement processes as requested by CaLP’s regional team upon validation from the Regional Representative, in line with ACF and donors’ requirements and to ensure smooth and timely delivery of activities
  • Follow-up procurement processes led by partners at country level and approve supplier’s selection before contract or payment is made by the partne

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line management.

 


Do you meet the profile required criteria?

Technical specific knowledge:

  • Higher education in management, finances or any related field.
  •  Knowledge of ACF desirable (organization, mandate, strategy, procedures).R
  • Rigor and organization and planning skills
  • Diplomacy, negotiation skills
  • Team spirit
  • Works autonomously with a strong sense of accountability

Previous experience (years):

  • 5 years previous experience in financial management and at least 2 years in the humanitarian sector.
  • Experience in financial reporting, accounting in an NGO, financial project follow up and audit reports.
  • Desirable experience in organizing events

Humanitarian sector knowledge:

  • Demonstrated capacity to work in multicultural environments.
  • Good communication skills.
  • Proved team-work experience
  • Previous experience with an INGO
  • Strong sense of accountability, transparency and compliance
  • Desirable: International experience and experience in working within wide-spread teams

Organization knowledge:

  • Desirable

Languages:

  • French, English spoken and written required

IT systems:

  • MS Office very strong command. Advanced level of Excel. Experience with accounting programs like SAGA, Agresso or others.

Mobility (national/ international)

  • Punctual

Profile Conclusion

  • Capacity to organize, prioritize and plan
  • High analytical capacity
  • Experience in financial management and audit
  • Excel command

 


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