During Emergency: To be deployed to ensure the administrative, accounting and financial management of the bases across the Country field offices under the supervision of Admin/Finance Coordinator of the mission. May be required to perform Logistics functions on the early phase of emergency as necessary.
Support to regular projects and programs (non-emergency): Provide administrative, accounting, and financial management support to the Admin/Finance Coordinator of the mission.
Objective 1: Supervision and management of the treasury at base level
- Prepare the monthly cash flow forecast in coordination with the project/base team (with the assumption that there is no Finance focal at the base)
- Analyse that projected expenses is in line with the approved budget.
- Ensure required fund is available for base operation and management of the fund.
- Ensure the Base is compliant with the Cash Management Policy (CMP) – ER annex.
- Collect and provide all necessary information to the Admin/Finance Coordinator for the preparation of Budget versus Actuals (BFU) and forecast reports.
- Assist Finance Coordinator in carrying an exhaustive control of the cost coverage plan (CCP: Cost Coverage Plan) and monitor the cost structure of the base.
- Coordinate with partners regarding budget execution, lead in monitoring of partners’ financial management at the base level in coordination with the Admin/Finance Coordinator.
- Provide support in creating and managing all Agresso parameters (such as but not limited to Base codes, postback, book codes) for new Bases.
Objective 2 : Accounting/Audits (Base and/or Capital)
- Oversee disbursements of committed expenditures.
- Check the coding of invoices recorded in the cashbook in accordance with the approved budget.
- Record bank transactions in the bankbook;
- Perform bank reconciliations at the end of the month;
- Manage the Base accountancy closing ensuring that the Accountancy checklist is followed and all reports in the monthly accountancy pack are submitted and uploaded in NHF and Teams.
- Supervision and capacity building of assigned Finance staff.
- Support the Admin/Finance Coordinator in the preparation of all internal and external financial audits in coordination with the Finance & Compliance Supervisor.
- Provide updates to the Admin/Finance Coordinator for any relevant changes on tax code, GAAP, PFRS and legal obligation.
Objective 3 : Budget monitoring (base and/or capital)
- Control the eligibility of the expenses of the base;
- Establish together with the Head of Base and the project team the forecasts in the budget monitoring;
- Participation in the forecast preparation.
- Verification of the consistency of the expenses of the previous month by checking the veracity of the recorded expenses in the general ledger.
- Assist the Heads of Projects in the control of their activities’ expenses and control of the execution.
Objective 4 : Supervise the archiving of accounting documents as reflected in Agresso
- Control the classification of the original invoices for sending to Capital office on time.
- Manage the vault and ensure it is kept in a safe place where access by other departments is limited.
- Ensure the archiving of copies of contracts (lease, rental, partnership, etc.) at the base level and timely transfer of such documents to the capital office;
- Supervise the archiving of the various original purchase validation documents (supplier purchase order, request;