Finance Assistant

Position:                              Finance Assistant              

Contract duration:              6 months

Location:                             Ramallah

Starting Date                      ASAP

I-Background on ACTED

ACTED is an international NGO registered in France. ACTED’s vocation is to support vulnerable populations affected by wars, natural disasters and/or economic and social crises, and to accompany them in building a better future. ACTED started its activities in the occupied Palestinian territory (oPt) in May 2007. ACTED is currently implementing projects covering multiple humanitarian / development sectors, funded by of a variety of international donors, which aim at protecting vulnerable households and strengthening civil society actors across the oPt. ACTED oPt offers a dynamic, rigorous and knowledge-orientated working environment.

II-Country Profile

In the occupied Palestinian territory, ACTED is both committed to humanitarian assistance and long-term development. ACTED strives to strengthen the economic capacities of communities, consolidate civil society organisations, and provide emergency assistance to the most vulnerable, rural communities in the West Bank, East Jerusalem and Gaza. ACTED currently seeks an Finance Assistant for its operations in Ramallah.

“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and ensures that only those who share and demonstrate our values are recruited. All candidates will be subject to satisfactory references and screening checks in line with legal requirements. Any candidate offered a job will sign ACTED’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.”

III-Position Profile

Monthly Reporting Consolidation and Review

• Accounting Flows (by the 10th of each month and upon request)
• Check that the cash and bank balances in Acted accounting software (Saga) match the cashbook and the physical cash in the safe/bank statement. In case of discrepancy, identify the reasons of the gap   and correct it
• Check that the flows are well cross-referenced and lettered
• Check the level of open advances and loans and evaluate the financial risk for Acted, if any
• Crosscheck the Infoeuro Exchange rates table with Saga
• Analyse the exchange rate gains or loss, conduct bank surveys upon the Senior Finance Manager (SFM) request to optimize the changes operations
• Make sure that the financial information in the exit forms whenever a staff is leaving the organization is matching the accounting data (SAGA) and that the advances are closed at least 5 days before the staff is leaving the organization
• Update the Running Costs follow-up tool and conduct market surveys upon request of the Senior Finance Manager
• Update the Allocation Tables ( monthly and upon new contract signature as well)
• Upon request, present a cost analysis of the mission to Senior Finance Manager and CD to support the decision making process

Allocations (between the 10th and 15th of each month and upon request)

• Follow up of ACTED’s resources allocation per project at country level

Budget Control and Funding Structure (between the 10th and 15th of each month and upon request)

• Update the monthly Budget follow up, Contract Follow up , Debt follow up and share them with the Senior Finance Manager for validation
• Provide an analysis of ACTED resources to be funded on new proposal
• Identify funding gaps and risks

 Staff Salary Payment Preparation (between the 25th and 30th of each month)

• Ensure the consistency between financial data between the Staff Follow-Up table, the staff allocation tables and SAGA. Inform the SFM of any discrepancies.

Participation to the Midyear and Annual Accounting Closures process

• Under the supervision of the Senior Finance Manager, support the preparation of the yearly Closure (PRATIC: Cleaning and lettering of advances, transfers, changes, checking of local instalments) to ensure that flows are closed in a timely manner

   On a Daily Basis:

• Voucher and Cashbook: filling of vouchers and registration of voucher in cash books
• Scan the payments voucher on daily bases
• Safe and Cashbook checking: at the end of the day, the cashbook and the safe should be checked and the balance should correspond
• Proceed with payments for all items and services approved by the Finance Manager and Coordination.
• Follow up with Gaza base for the payment, Accountancy, Reporting and cash transactions

On a Monthly Basis:

• Check the IP monthly report and integrate it into ACTED accountancy template.
• Ensure all advances are cleared for the staff, before paying the salary.
• Assist with income tax and vat tax reconciliation. and make sure its paid on Monthly/ad-hoc bases.
• Dealing with transfers and exchanges of money.
• Managing the petty cash and replenishments regularly
• Ensuring Debt follow up (office supplies and stationeries expenditures…etc.) follow up to make sure they are in line with available resources/budgets.
• Scan all the finance documents and archive it into the system on daily bases.
• Prepare the Time sheet for the staff and print it out and make sure to sign it

On Ad HOC Basis:

• External/Internal audit preparation.

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IV-Qualifications:

• Bachelor's degree in Accounting or Finance.
• Minimum 1 years of experience in relevant field.
• Experience working with NGOs, INGOs, is a plus
• Excellent verbal and listening communications skills in Arabic and English.
• Strong interpersonal skills and ability to work cooperatively with team members.
• Very organized and structured.
• Ability to work under pressure.
• Willingness to improve skills and knowledge.
• Good IT and Microsoft Office skills.

V-Submission of applications:

Interested candidates are invited to send CV, and three references (in English) no later than March 17th, 2024 to: ([email protected]), indicating the position (Finance Asssitant) in the subject line.

The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. 

Only shortlisted candidates will be contacted for an interview. No telephone inquiries will be received.