RESPONSIBILITIES

1.    Be responsible for proper cash flow management

·       Make payments (cheque or cash) according to the organization’s rules and following approvals

·       Check that all payments, travel advances, staff claims, journals and purchase/work orders have complete, bona fide, and legitimate supporting documentation and all transactions are properly authorized before payments are done

·       Check and analyze the bills and supporting documents: verify the amounts, description, period, name, etc.

·       Make payments of staff salaries into their designated accounts and also statutory deductions after receiving the approved the payroll summary sheet by the Capital from the Field HR/Admin Assistant.

·       Manage and follow up activity advances

·       Collect advices, cheque books and bank statement from the bank

·       Maintain the daily books of accounts in the log books

·       Conduct cash counts on a weekly basis with the Refugee Response Coordinator

·       Make sure that enough cash is available in the cash box at all times

·       Prepare monthly cash forecast in liaison with base budget managers. Compiling the same and send to the capital.

·       Manage cash requests to capital (transfers, advances) following the approved forecast

2.    Be accountable to the accuracy and consistency of Gambela Accountancy

·       Input field accountancy into the accounting software, control and integrate site accounts

·       Inform the base of accounting corrections and updates;

·       Send the accountancy records to the Finance Manager on a weekly basis

·       Respond to comments/queries from the capital on the accountancy and making the required corrections.

·       Prepare posting slips and check the codes are correct with the budget

·       Conduct bank reconciliation on a monthly basis

·       Prepare the monthly cash flow verification table, 580100 accounts, accountancy summary and all the end of month documents of the field accountancy

·       Send the accountancy to the capital while ensuring all HI rules are adhered to before the 5^th of the next month.

·       Scan the validated accountancy

·       Carry out half-yearly inventories at the field level

·       Answer to an audit queries in relation to the base accountancy

3.    Assist in the financial management of Gambela base

·       Ensure, when proceeding to expenses, of the existing amount in HI budget,

·       Analyze and alert of variances between forecast and actual costs for budget adjustments;

·       Monitor compliance of internal rules and coherence of donors requirements/funding agreements such as flexibility, eligibility and liquidation period, etc.;

·       Extract monthly budget follows up and share with projects managers; analyze the budget expenditure, check consistency with allocation table and list modification (if any).

·       Correct all non-budgeted items before exporting to the Capital. If modifications are identified after sending the accountancy to the Capital, compile all modifications from project managers and submit the list to Finance Manager for corrections.

·       Prepare project wise financial reports to donors/authorities in line with their requirements and templates, to be reviewed by Finance Manager and RR Coordinator and also support in budget variance report.

·       Assist in developing annual fiscal year budgets for projects and also Gambela base structure/office together with project team, the Finance Manager and RRC.

·       Oversee reconciliation of internal books of accounts and 3^rd party accounts including payable & receivable.

·       Follow-up and handle partner accounts confirming accounting requirements, supporting documents and deadlines. Prepare summary reports along with comments on quality, funding/budget etc. Maintain regular communication with partner accountants and also support in capacity building through appropriate coordination and regular visits.

·       Validate partner's accounting and documentation accuracy and compliance before payment

3.    Ensure that local legislation is respected and that legal framework is established

.      Ensure that the formalities required by government bodies are completed in time

.      Ensure that all the necessary contractual documents exist and are followed-up and archived 

Education:

Essential: Bachelor in accounting or finance from a recognized institution

Experience:

Essential:

·        A minimum of 3 years INGO experience in the field of accounting and also              finance (budgeting, budget management)

·       Ongoing budget monitoring & reporting experience

·        Experience in financial monitoring, budgetary systems, and controls with strong analytical skills

Desired:

·        Good understanding of donors’ rules and regulations 

Competencies/Knowledge, Ability and Skill:

·     Management of cash flow and knowledge of the banking system

·     Good understanding of financial systems and procedures

·     Ability to work independently, as well as in collaboration with colleagues and partners.

·     Autonomous in using the basic functionalities of operating system MS-Word, Excel, PowerPoint electronic messaging and internet

·     Ability to work in remote/adverse and security prone locations

.     Fluency in English

.     Good communication spoken and written skills.

Personal Qualities

·     Ability to work under pressure and meet tight deadlines

.     Proactive

·     Tasks and result oriented

.     Give attention to detail

·     Good interpersonal skills and work in multicultural teams

·     Field work oriented, flexible, diplomatic, Obedient, and service oriented

·     Willingness to work out of regular working hours based on the program need.