Admin and Accounting Officer

Action Against Hunger is a humanitarian, non-governmental, non-political, non-denominational and non-profit making organisation working in the Palestinian Territory since 2002.

Action Against Hunger is recruiting for its Gaza office a

Admin and Accounting Officer

For a period of 12 months with possibility of extension. 

General Objective

Manage accountancy by effectively using AGRESSO based on AAH standards, GAAP, Government Regulation and Donor Policies; carry out financial and accounting tasks in a correct manner to regularly produce reliable and transparent information on a timely manner.

Tasks and responsibilities:

Team management 

• Support the members of admin and finance team in the follow up and implementation of current accounting regulations and ensure all admin staff adhere to organization procedures (Cash management Policy).
• Participate in regular meetings with the team and within the delegation and in the absence of the Finance and Admin Manager. (Project kick-off and close out meeting, OTF, …)
• Provide accounting support to the Base when need arises

Budget management

• Provide all necessary information to the Admin and Finance Manager for the preparation of Budget versus Actuals and forecast reports.
• Support Admin and Finance Manager in budget preparation for projects’ proposals.

Administration and contract management  

• Ensure that local taxation law requirements are fully complied with in collaboration with the Admin and Finance Manager.
• Make sure the formalities required by the local authorities are followed in all official documents in collaboration with the Admin and Finance Manager.
• Support the Finance and Admin Manager in following up local authorities’ yearly questionnaire and the online system.
• Establish and maintain good bank relations.
• Participate in bids’ opening session and quotations/tender assessments upon request of the Admin and Finance Manager.
• Update bank guarantees tracking sheet and follow up when it need to be returned to suppliers.
• Communicate to the security managers of the working location any security related information or noncompliance with the security plan.
• Respect the security rules specified in the mission and base security plan.
• Support in following up the related task and responsibility for the daily workers at the base level including contracts, amendment, extension, working certificate, etc. including updating the daily worker tracking sheet.
• Translation work if needed.
• Type and send of letters on request or when needed.  
• Prepare needed materials for meetings and write minutes.
• Miscellaneous reception duties such as greeting visitors to the office and logging requests for information 
• Answering incoming telephone calls and giving information to callers, taking messages, or transferring calls to appropriate individuals.

Financial management (cash/accounting)

• Adhere to and enforce the financial internal and donors budget guidelines.
• Make sure that all polices (such as cash management policy), contracts and MoUs are followed
• Check all documents submitted from different parties with ensuring the quality of all vouchers according to the donors, internal and national regulations.
• Ensure the partners expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and a timely encoded in Agresso. 
• Ensure that all accounting data are appropriately encoded to AGRESSO. Oversee and manage daily accounting (Agresso) including timely recording of transactions, with ensuring the correct analytical codes (project codes, financial lines, third party code, accounting code, CAT6 etc.
• Support the Admin and Finance Manager to manage day-to-day accounting functions including regular cash verification, bank and balance sheet accounts reconciliations, monthly closing. 
• Ensure a weekly submission of bank and cash books postback to AGRESSO accounting system.
• Prepare cash/bank books and monthly reconciliation for Gaza office on monthly basis.
• Ensure the availability of cash resources in both cash boxes and bank to maintain proper timely payment.
• Collaborate with the Admin and Finance Manager to develop monthly cash flow forecast and internal treasury analysis based on the projects and office need
• Creates suppliers’ accounting codes and fixed assets codes in cooperation with the Admin and Accounting Officer in Jerusalem office.
• Control and manage g the Base office cash box, petty cash and perform daily check. Perform the weekly checks together with the Admin and Finance Manager. Be prepared for a monthly random check of cash box by the Head of Base or by another member of the senior staff.
• Collect, classify and record the expense invoices, contracts and MoUs into Agresso in accordance with AAH internal rules, cost coverage plan and generally accepted accounting principles.
• Performs costs reallocation based on coverage in Agresso upon the request of the Admin and Finance Manager.
• Control and oversee the status of the receivables and payables (class 4) at the Base Level Conducts “matching” operation in coordination with the Admin and Accounting Officer in Jerusalem office.
• Send feedback to Admin and Finance Manager for CCP updates when needed.
• Support in updating the e-FMT, e-CCP, DON file and internal BFU when needed.
• Prepare VAT requests and its corresponding for Ministry of Finance (MoF) and contractors.

Internal/external control systems/Archiving

• Ensure the fulfilment and adherence to the signatories' policy and schedule for purchases and payment authorizations. 
• Support the Admin and Finance Manager 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.
• Ensure the compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors, and losses. 
• Address HQ preventive control requests to Admin and Accounting Officer in Jerusalem office.
• Support the Finance and Admin Manager in the preparation of the documents for local authority’s auditors.
• Support the Finance and Admin Manager in following up the archiving for other departments (HR, Logistic, Technical and Operation).
• In collaboration with the Admin and Finance Manager maintain a transparent financial tracking and filing system and ensure that all necessary original documents are archived correctly and on time.
• Establish and maintain a proper filing system for all cash and bank transactions and guarantee the security of the files under his/her responsibilities.

Reporting

• Ensure a weekly submission of bank and cash books postback to AGRESSO accounting system.
• Ensure a timely full accounting monthly closure and annual closure.
• Prepare on time a monthly Timesheets for the staff.
• Support the Admin and Finance Manager in financial reporting when required.

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Profile Requirement:

• Bachelor’s degree of Science in Accountancy, Financial Management or Administration or related area.
• Knowledge of Admin procedures, accounting and finance. is compulsory.
• Knowledge of accounting, finance bookkeeping and archiving. 
• Basic Knowledge about Logistics.
• Knowledge of donor’s guidelines (ECHO, EU, UNICEF, ACCD, GAC, ext.) is an advantage.
• Basic Knowledge of Budget Follow Up (BFU).
• Minimum 2-years’ experience in finance and/or accounting related field. 
• Experience in working with Agresso accountancy software is a plus.
• Experience in appropriate bank and cash management & Accounting cycle. 
• Basic experience in budgeting and budget management.
• Preferably previous working experience in NGO.
• Knowledge of project cycle management, data protection and compliance is preferable.  
• Fluent spoken and written English and Arabic
• Computer skills in MS-Office (Word, PowerPoint and internet, command Excel)
• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.