Finance Assistant / Daraa At Agency for Technical Cooperation and Development

Leave a Comment / Syria / By

About Acted

“We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualised and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilisation, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” – reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response – running through all Acted programming and operations – as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”.

Greening strategy:

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.

• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

Acted PSEAH Policy:

The Finance Assistant/Cashier has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). Finance Assistant/Cashier has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to Acted’s procedures. Finance Assistant/Cashier carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Location: Daraa, Syria

Start Date: asap

Job Purpose

The Finance Assistant is a key member of the finance team at Area level

S/he is responsible of managing payment cycles, from the preparation of the documentation and reporting them to Capital to controlling the compliance and budget allocation.

Chain of Command

Under the authority of:

  • Area Coordination

Working Relations

Internal:

  • All Department, specifically Logistics and HR & Administration.
  • Area Coordinators

External:

  • Suppliers, Service providers & Contractors
  • MTA

Objectives

  1. Ensure that payments are made efficiently and in a timely manner as per Acted internal rules and processes
  2. Ensure that Capital office correctly updated with all payments statues for a smooth monthly reporting
  3. Ensure that all documentation is properly scanned and filled as per Acted standards
  4. Manage the cash on the base

Duties & Responsibilities

  1. Cash and Payment Management
    1. Conduct thorough checks on supporting documents to ensure they comply with Acted thresholds and procedures, considering the project’s duration and liquidation requirements.
    2. Prepare the payment requests and submit them to capital finance team
    3. Facilitate supplier payments in cash, either through MTA or direct cash payment, ensuring all documentation is complete.
    4. Ensure receipt and retention of proof of payment; obtain a signed summary of distribution when payments are processed through MTA.
    5. Regularly monitoring of field office running cost advances and returns.
    6. Track cash balance according to needs and allowed limits. Ensure sufficient cash in the safe to facilitate payments, advances and security envelope.
    7. Count and validate cash against the cash book weekly, and monthly before submitting for approval to the Finance Supervisor for monthly closure; report any variances in due time to coordination
    8. Review the accuracy of the base HR TITANIC (formulas check).
    9. Prepare the payment requests and submit them to capital finance team
  2. Accountancy Management and control
    1. Report payments once the payment is processed to Capital on a daily basis;
    2. Make sure that all accounting data shared with Capital is in line with Acted global rules and processes
    3. Ensure compliance with logistics and human resources procedures at all times.
    4. Take the lead in verifying financial transactions:
      1. Daily: Review payments to ensure there are no errors or omissions.
      2. Weekly: Conduct checks in coordination with the designated referent.
      3. Monthly: Collaborate with the Area Finance Officer and Coordination (Sub-Area Coordinators) for a comprehensive review.
      In case of any discrepancies, initiate and lead the investigation, and propose corrective actions for managerial approval.
    5. Coordinate with MTA, suppliers, contractors, beneficiaries, and other stakeholders to facilitate and execute payments as instructed by the line manager, in full compliance with Acted’s financial procedures.
  3. Archiving Management
    1. Make sure all payment and related documentation are scanned and archived as per Acted internal standards;
    2. Prepare and send the accountancy documentation to Capital for review and archiving.

Skills & Experience

  • University Degree
  • Basic knowledge of Excel
  • At least one year of experience in an INGO – NGO in a similar position
  • Ability to communicate easily in Arabic and English
  • Rigorous and detail orientated
  • Having Certificate/Training in business management, accounting, or administration” is preferred
  • Working Knowledge of English (can read and speak enough to accomplish tasks)

Key Performance Indicators

  • Number of accountancy books submitted on time
  • Number of cash count matching
  • % of scanned documentation archived and sent on time (monthly paid)
  • % of payment done within the timing of the signed contract
  • Amount of advances still open on a monthly basis

How to apply

Interested and qualified applicants must apply by filling out the application form at this link

Only applications in English will be considered

https://forms.office.com/e/VmRN22g0hj

Only the shortlisted candidates will be contacted