Finance and Admin Assistant at Action Against Hunger | ACF-International

Key responsibilities:

• Ensure that all advances made within the month are justified before the final monthly cash count;
• Visit the fields during various program activities to make payments;
• Make payments and verify the consistency of supporting documents submitted in accordance with the ACF’s procedures, ensuring all invoices are accurate, consistent and signed;
• Check the nature of all documents presented for retirements (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.);
• Ensure that the physical cash box and the Excel/Saga cash book correspond on a daily basis;
• Close the cash book on bi-weekly & monthly basis & send it to Finance and Admin Officer for review;
• Ensure all payments are made timely;
• Check that all invoices and their amounts are present as from their reception and the coherence with the accountancy in Saga;
• Prepare a report for the Finance and Admin Officer of all missing invoices or differences in amounts from the SAGA extracted file;
• After the monthly accounting closure check that the accounting codes, the project codes and the budget codes are accurate;
• Scan and upload all the invoices/documents (base financial books) according to the monthly base books respectively, before sending to Capital Office for archiving;
• Classify & split the invoices according to their budget lines if necessary, particularly when they have been used in various operations. At the end of the monthly accountancy closure, prepare the files to be sent to Capital (final checking of invoices and their presence);
• Check that all invoices and their amounts are present as from their reception and the coherence with the accountancy in excel file;
• Check that the accounting codes, the project codes and the budget codes are accurate as per the attached PR or program allowance request form;
• Provide timely request of supplies required on monthly basis;
• Arrange accommodation in guesthouse and hotels based upon approved travel request;
• Ensure that all staff submit the timesheets and 10 minutes conversation on monthly basis before 5th of every month;
• Track and share leaves with HR Officer;
• Monitor maintenance staff to make sure the office is kept tidy and clean at all time;
• Take minutes of meetings and proceedings at weekly briefings and other functions;
• Arrange logistics for meetings, retreats and workshop as required.

Position Requirements:

• Bachelor’s degree or equivalent in Accounting, Finance, Economics, Administration and Management with other related fields;
• Minimum of 1 year experience working in Finance/administrative support positions;
• Exceptional organization, time management, and attention to detail;
• Professionalism, honesty, reliability, autonomy & strong sense of responsibility;
• Very good communication & training skills;
•  Ability to maintain confidentiality;
• Strong computer skills particularly in MS Excel, literacy and numeracy;
• Fluent in English;
• Committed to ACF values;
• Strong accounting skills;
• Ability to manage and follow work plans;
• Good interpersonal skills (communication, able to negotiate, influence, give effective feedback, be a team player, flexibility, training skills)
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs;
• Champion of ACTION AGAINST HUNGER Charter values of; Professionalism, Transparency, Neutrality, Access to Victims and Non-Discrimination.