Admin and Finance Officer

الوصف الوظيفي

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 Finance Officer – Part Time

For a period of 7 months with possibility of extension (Part Time 25 HRs/ Week)

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. The Admin and Finance Officer is responsible on closely following up partners from all aspect including expenses, meetings, BFUs, reports,…

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.

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.
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 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.
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.
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.

Financial follow-up of partners

Review partner financial reports (and narrative reports for consistency) and supporting documents to ensure compliance with the partnership agreement, donor regulations and AAH policy, and provide feedback to the partner as appropriate, and complete the program and finance review checklists for each report.
Collaborate with partners to ensure completeness, correctness, and accuracy of financial reports, forecast and cash requests.
Ensure the partners expenditures are eligible (appropriate bills, invoices, order forms, etc...) through regular verifications, possible corrections and a timely encoded in Agresso.
Work collaboratively with partners to ensure the timely provision of funding to partners in accordance with the partnership agreement to ensure program continuity, ensuring clear communication with the partner and efficient resolution where for whatever reason this is not possible.
Conduct meeting on the progress of partners financial management, and advise program, partnership unit, finance managers for timely action on the best way to utilize allocated fund for the project.
Provide mentoring support to partners, in accordance with partner project support plans, with a focus on supporting the partner to strengthen financial management systems and capacities.
Assist in the close-out of partnership agreements, including in relation to financial verification and asset confirmation. - Participate in the review of the performance of partnership, including successes, challenges and lessons learned.

Internal/external control systems/Archiving

Ensure the fulfillment 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.
Support the Finance and Admin Manager in the preparation of the documents for local authority’s auditors.
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.

متطلبات الوظيفة

Bachelor’s degree of Science in Accountancy, Financial Management or Administration or related area.
Knowledge of Admin procedures, accounting and finance, bookkeeping and archiving, is compulsory.
Knowledge in local partner management is compulsory
Basic Knowledge about Logistics and Budget Follow Up (BFU).
Experience in EU-funded projects and regulations is a plus.
Minimum 2-years’ experience in finance and/or accounting related field with at least 1 year experience in NGO.
Minimum 1 year experience in local partner management
Experience in working with Agresso accountancy software is a plus.
Experience in appropriate bank and cash management and accounting cycle.
Knowledge of project cycle management, data protection and compliance is preferable.
Very good spoken and written English and Fluent 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.