Finance Coordinator Assistant at Solidarites International

Location: Maiduguri Coordination - Borno

Description of the Position
Goal/Purpose:

• The Finance Coordinator Assistant is in charge of supporting the Emergency PM towards the good implementation, achievement and reporting of the objectives defined in the proposals, focusing on the emergency activities.
• Emergency activities include in particular cholera response and rapid response to new influxes of population in all SI’s areas of intervention, as well as outside when possible.
• The Emergency PMA will also be involved in assessments and representation.
• He / She supports the proper coordination between the operational teams (water supply, water quality, sanitation, public health, hygiene promotion) and the emergency team, in Maiduguri and in the other bases in Borno state, and in cooperation with the wash coordinator.

Main Tasks
Legal follow up of the mission:

• Support in the follow up the evolution of accounting, taxes and finance related national laws and policies
• Cross check the calculated tax on salaries payment (NSITF, Pension Fund, etc.) in coordination with the Deputy HR Coordinator
• Prepare monthly WHT calculation in coordination with the logistics department
• Prepare EFCC monthly reporting
• Ensure that declarations and payments of taxes and contributions are made to the relevant organizations/authorities and according the timeline

Administrative Management of the Mission:

• Lead the hard and digital archiving process of the mission
• Partake in the security and confidentiality of administrative and accounting documents
• Partake in the control and support of local partners

Cash Management:

• Manage the cash flows between Coordination and Bases, and ensure that bases receive supplies:
• Compile weekly cash flow forecast from the bases
• Prepare the necessary documentation for validation by the Deputy Finance Coordinator
• Monitor cash transfer to the bases done by the cashier with the support of the Deputy Finance Coordinator
• Ensure cash supply system and security procedures are properly implemented in coordination
• Monitor the security of funds and propose improvement of the internal cash transfer process at mission level to the Deputy Finance Coordinator

Accountancy Management of the Mission:

• Ensure accountancy procedures are implemented in coordination as per Solidarites International Standard
• Support the monitoring enforcement of accountancy process implementation at mission level and propose improvement to be validated by the Finance Coordinator
• Supervise the daily accounting operation of the coordination:
• Ensure weekly cross check of the coordination’s books
• Ensure cash inventory with the cashier
• Prepare the monthly accountancy of the mission for validation by the Deputy Finance Coordinator:
• Cross check accountancy books of all bases (general recording and analytical allocation)
• Compile all provisional writings in SAGA, update exchange rate and ensure matching of entries
• Cross check all inventories, statement and reconciliations of each books
• Allocate expenses (inter mission, ABXs…), ensure reallocation requested and update allocation board
• Prepare document for the monthly pack (accounting board…)
• Partake in the preparation of the yearly accounting closure:
• Ensure the preparation of document (justification documents for exceptional entries, durable equipment list in collaboration with logistics department)
• Lead the hard and digital accountancy archiving process of the mission
• Ensure the accounting archiving procedure is implemented in coordination as per Solidarites International standard
• Ensure the reception and follow up of accounting archive from the bases and organize the sending of archive to HQ
• Ensure internal control of the quality of the documents with systematic spot check of all accountancy archive of the mission
• Support in the preparation of audit at mission level:
• Prepare the selection of entries
• Ensure preliminary cross check of the documents

Financial and Bbudgetary Management:

• Support the Deputy Finance Coordinator in the update of the allocation board

Team Management:

• Participate and support the Finance Coordinator in the preparation of finance training and workshop
• Ensure minimum staffing levels for the administrative service during periods of absence
• Train, support and evaluate the Finance team in Coordination under his/her direct supervision
• Provide technical support to the finance teams at base level on accounting pack and accounting archiving, conduct regular field visits

Reporting/Communication:

• Report on a weekly basis to the Deputy Finance Coordinator
• Ensure good relationships with the administrative stakeholders at coordination location (administrative local authorities…)

Profile

• Professional experience: 2 year of experience in similar position (NGO/Private or Public sector) and/or strong operational background
• Training/Education: B.Sc in Finance / Accounting / Business Management / Administrative management or related
• Languages: English compulsory (Hausa - Added Advantage)
• Finance related skills: accounting, tax calculation, administrative management, finance management related local authorities networking
• IT skills: Good knowledge of Office software: Excel, Word, Outlook, Power Point, SAGA and Homere
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress