Manage accountancy by effectively using available accounting system based on organizational standards, GAAP, Government Regulations and Donor Policies; carry out financial and accounting tasks in a correct manner to regularly provide accurate information on a timely manner.
Objective 1: Personnel / team management
- Participate in regular meetings with the teams and within the delegation.
- Provide support to different bases, when the need arises.
Objective 2: Budget management
- Provide all necessary information to their Line Manager and Functional Manager for the preparation of Budget versus Actuals (follow up or BvA) and forecast reports.
- Provide support in developing monthly cash flow forecast as needed.
Objective 3: Administration and contract management
- Ensure that local taxation law requirements are fully complied with in collaboration with the Line Manager.
- Make sure the formalities required by the local authorities are followed in all official documents in collaboration with the Line Manager.
- Establish and maintain a proper filing system for all bank transactions and guarantee the security of the files under their responsibilities.
- Under their Line Manager and/or Functional Manager’s supervision, open and close bank accounts and update all bank signatories including close coordination with Base Finance Officers for the base’s updating of bank information.
- Provide technical support in the compliance of the local government authorities (registration, documents preparation and submission, etc.)
Objective 4: Financial management (bank/accounting)
- Adhere to and enforce the financial internal and donors budget guidelines, particularly regarding the cash management procedures.
- Check all invoices/receipts sent by the suppliers before any payment and ensure the quality of all vouchers according to the donors, internal and national regulations.
- Ensure that all necessary supporting documents are attached to payment requests. Verify that all requests are duly approved by the budget holder and other respective approvers and prepare a summary report covering bulk transactions.
- Process payment and other transactions through bank after the reception and verification of all related supporting documents.
- Prepare transfer of funds to the bases based on the forecasted budget in FMT and bank balances.
- Maintain up-to-date and accurate accounting system ensuring the weekly data entry in AGRESSO.
- Reconcile assigned accounts monthly.
- Collaborate with their manager(s) and with the Archiving Supervisor to maintain a transparent financial tracking and filing system and ensure that all necessary original documents are correctly sent to the Country Warehouse to be archived for a minimum of 10 years.
- Provide support in managing crucial accounting functions including regular cash verification and monthly closing.
- Collaborate with her manager(s) and with the logistic department to ensure the payment of all suppliers and service providers within the due deadlines in compliance with the signed agreement.
- Prepare advance payments and ensure their correct registration in the accounting system.
Objective 5: Internal/external control systems
- Ensure the fulfillment and adherence to the signatories' policy, schedule for purchases, payment authorizations, and compliance to government mandated dues.
- Support 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.
- Adhere to deadlines of archiving documents as required.
- Ensure the availability of resources in terms of available bank balances.
- Ensure compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors and losses. Commit to respect Action Against Hunger Risk Management Policies including Child Protection and Safeguarding policy, Anti-theft Fraud and Corruption Policy and Whistle Blowing Policy. Report any breach observed in the framework of this policies during his/her professional activities both as regards the proven or suspected offence and preventive breach.
Objective 6: Reporting
- Ensure timely submission of financial report (monthly and annual closures) through the submission of the updated books and bank reconciliations to the LINE MANAGER.
- Accomplish the weekly post-back of bank books to AGRESSO accounting system.
- Prepare reports and other presentations on matters under his/her scope of responsibilities upon request.