Administrative and Finance Manager

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

Action Against Hunger is recruiting for its Gaza office an

Administrative and Finance Manager

For a period of 12 months with possibility of extension

GENERAL OBJECTIVES

The overall responsibility is related financial and administrative management in Gaza office and provides support to the functioning of the base and programs; in accordance with AAH’s rules and regulations, the general objectives for this position are:

• To assure the financial transparency and optimized management of the financial resources of the Base, in compliance with internal and external requirements.
• To control and mitigate the financial risks of the Base.
• To direct and manage day-to-day administrative activities.
• Manage and monitor the performance of the staff of his/her direct responsibilities.
• Manage accountancy by effectively using the accounting system AGRESSO based on AAH standards, GAAP, Government Regulation and Donor Policies.

KEY ACTIVITIES

Team management

• Manage the members of admin and finance team in the follow up and implementation of their tasks (including on the current accounting regulations and ensure all admin staff adhere to organization procedures (Cash management Policy).
• Manage and regularly monitor the performance of the staff of his/her direct responsibilities, during the yearly appraisal and on ad hoc basis.
• Responsible for following up the capacity building of the Gaza administrative and finance team members based on performance appraisals and technical needs.

Budget management

• To develop a budget proposal in collaboration with the technical, MEAL and logistic teams, the Head of Base and the Administrative and Finance Coordinator.
• Provide all necessary information to the Administrative and Finance Coordinator for the preparation of Budget versus Actuals (follow up of BvA), forecast and donor reports.
• Ensure that donor`s guidelines and procedures are followed and respected throughout the whole implementation period of each project and costs are eligible.
• Supervise the Co-funding at base level for each budget where applicable.
• Create newly signed budgets in DONOR file.
• Prepare Non-Cost Extension and Cost Extension for projects when needed.
• To verify that partner budgets and financial reports coincide with AGRESSO and are in line with signed contracts.

Administration and contract management

• Make sure the formalities required by the local authorities are followed in all official documents at the Base in collaboration with the Head of Base and Administrative and Finance Coordinator.
• Participate in writing the administrative department strategy upon request.
• Maintain contact with local NGO partner`s administration in the base in coordination with technical teams to support them in report preparation.
• Prepare local partners’ administrative assessment using AAH tools and participate in the due diligence process.
• Support the mission in developing AAH Palestinian Territory guidelines for local implementing partner.
• Act as the focal point with the bank and financial service providers in Gaza.
• Revise all work agreements and MoUs (financial and non-financial).

Financial management(cash/accounting)

• Adhere to and enforce the financial internal and donors budget guidelines, particularly regarding the cash management procedures at the Base.
• Maintain up-to-date and accurate accounting system ensuring the daily data entry in AGRESSO cash books.
• Ensure a regular cash verification, bank and balance sheet accounts reconciliations, monthly closing at the Base.
• Ensure that all payments have the appropriate codification and are paid within the due deadlines in compliance with the signed agreement.
• Prepare monthly treasury forecast.
• Analyze and follow-up of financial risks for the base through the eFMT.
• Supervise, update, and analyze the base cost coverage plan on a monthly basis using eFMT, eCCP and M1 reporting tools.

Internal/external control systems/Archiving

• Ensure the fulfillment and adherence to the signatories' policy and schedule for purchases and payment authorizations.
• Support the Administrative and Finance Coordinator 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.
• Maintain a transparent financial tracking and filing system and ensure that all necessary original documents are correctly archived at the Base by the technical teams through regular checks.
• Ensure the compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors, and losses. Commit to respect AAH internal rules and compliance with local authorities’ rules and regulations.

Reporting

• Attend weekly base meetings.
• Prepare financial reports (intermediate and final) as per donor`s requirements.
• Prepare Annual Base Budget with the coordination of the technical, MEAL, HR and Logistics team.
• Recommend financial related solutions/options on reporting concerns for Administrative Coordinator or the management to consider.

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• Bachelor or Master of Science in Accountancy, Financial Management or Administration or related area.
• Minimum 5 years of experience in finance, or administration departments.
• Expertise in accounting and finance and good knowledge in accounting software (AGRESSO), knowledge of administrative procedures is compulsory.
• Knowledge of donor’s guidelines (ECHO, EU, UNICEF, ACCD, GAC, ext.) a strong advantage.
• Experience in dealing with major humanitarian donors and donor compliance issues.
• Experience in tax management, local partners management and team management.
• Previous working experience in NGO, knowledge of project cycle management, data protection and compliance.
• Good planning and monitoring skills are required.
• Excellent interpersonal, analytical and communications skills.
• Capacity to work autonomously in close coordination with the other AAH departments in the base.
• Professionalism – Sense of confidentiality.
• Solid organizational skills: the ability to be flexible and work well under pressure in a fast-paced multi-tasking environment.
• 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.

Action Against Hunger has commitment to protect all persons we come into contact with through our work, including children and At-Risk adults. Action Against Hunger has ZERO TOLERANCE towards all forms of harm and abuse, including sexual abuse and sexual exploitation.

Action Against Hunger is an equal opportunities employer. Women are encouraged to apply for this position.

We will only consider the candidacies received by our online service. Please click in the following link to access to the service

https://employ.acf-e.org/index.php/positions/view/7264/Administrative-and-Finance-Manager/

CV submitted must be in English.

Applications will be accepted up to and including the 18/01/2023.

Only those candidates pre-selected for a test and an interview will be contacted.