Finance Assistant at Action Against Hunger | ACF-International

Location: Damaturu, Yobe
Job type: Full Time
Level: Entry Level
Starting date: As Soon As Possible
Direct Line Manager: Finance Officer

Tasks and Responsibilities
Objective 1 - Assist the Finance Officer in managing cash flow and accountancy on the base:

• 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
• Support the Yobe program’s cash transfer implementation
• 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.)
• Manage the sub- base’s and base cash box
• Ensure that the physical cash box and the Excel/Saga cash book correspond on a daily basis.
• Close the cash book on monthly basis & send it to Finance Officer

Objective 2 - Assist the Finance Officer in checking compliance with purchasing procedures, respect of the supply chain guidelines and payment mode:

• Respect AAH purchasing procedures as per KLV3 when giving an advance and to report to Finance Officer and/or the Finance Manager if these procedures are not respected
• Ensure that Logistics and PMs respect the supply chain guidelines.
• Liaise with the log department for any discrepancy and missing procedure
• Ensure all suppliers are paid according to terms designated in signed contracts

Objective 3 - Assist the Base Finance Officer in Management of the Cash Transfer programme:

• Reconciling of vendors payment with the red rose platform for payment.
• Filling and archiving all related documents.
• Check that all daily report summary sheets, the daily transaction sheets and the amounts on the Platform correspond.
• Keep close coordination with the cash program manager and team.
• Ensure transparency throughout the process of unconditional / conditional cash transfer program.
• Ensure validity, reliability, timeliness and quality of all information while submitting to the banks for final payments.
• Producing reports on regular basis or as per request of line manager
• Sticking of red rose beneficiaries’ receipts and daily report on white paper.
• Manage the base’s bank book - BD03NGN
• To ensure that the selection, replacement and removal of vendors are in line with the AAH SOP on Cash base intervention.
• Ensure prompt payment of the Vendors based on the AAH SOP on Cash base intervention
• To ensure that Logistics and PM respect the CBI guidelines.
• Training of Vendors on AAH financial procedures and payment policies

Objective 4 - Assist the base Finance Officer in managing the administrative document sorting, follow up and filing of documents:

• Check that all invoices and their amounts are present as from their reception and the coherence with the accountancy in excel file.
• After the monthly accounting closure check that the accounting codes, the project codes and the budget codes are accurate
• Photocopy and file all the invoices/Documents (base financial books) according to the monthly base books respectively, before sending to Capital office for archiving
• Check that all the invoices are present for each transaction in the accountancy.
• Classify & split the invoices according to their budget lines if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines)

Internal & External Relationship
Internal:

• Directly reporting to the Finance Officer
• Technically supported by the Finance Manager
• Liaise with the Finance Manager/Operations Support Coordinator
• Liaise with Capital finance team
• Liaise with Log team/PMs

External:

• Suppliers, vendors, Government and operational partners

Position Requirements

• HND or B.Sc in Accounting, Bachelor level degree in Management, Finance, or related field.
• Minimum of 1 year experience in a finance and administration-related role.

Skills & Experience
Essential:

• Professional
• Organized with time management and planning skills
• Sense of confidentiality
• Strong computer skills, and familiarity with Microsoft Word and Excel
• Ability to manage and follow work plans
• Good interpersonal skills  (communication, able to negotiate, influence, give effective feedback, be a team player)
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs

Preferred:

• Experience in a non-governmental organization is preferred
• Experience with donor-funded programs would be appreciated