About Acted
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: Damascus, Syria
Start Date: TBD
Job Purpose
The Finance Assistant – Payment Unit is a key member of the finance team at Capital Level. S/he is responsible of the cash and cheque payments to expats, nationals, and Suppliers from the preparation of the documentation (payment orders to MTAs) and recording the entries in the cash and bank book of to ensure compliance and allocation.
Chain of Command
Under the authority of:
Country Finance Manager
Line Management:
N/a
Working Relations
Internal:
Logistics, HR, compliance, and Expats
External:
Suppliers, Banks
Objectives
- Ensure that payments are made efficiently and on a timely manner as per Acted internal rules and processes in terms of compliance and validation
- Ensure that the capital accounting books are correctly maintained and updated for a smooth monthly reporting
- Ensure that the allocation and information of the cash and bank books are correct and compliant
- Ensure that monthly reconciliations are matching
- Ensure that all documentation is properly scanned and archived as per Acted standards
Duties & Responsibilities
- Cash and Capital Payment Management
- Ensure expats’ benefits & reimbursement are paid on a timely manner, and the supporting documents are in line with Acted regulation in liaison with the HR.
- Conduct thorough checks on supporting documents to ensure they comply with Acted thresholds and procedures, considering the project’s duration and liquidation requirements.
- Process supplier payments in cash, either through MTA or direct cash payment, ensuring all documentation is complete.
- Ensure receipt and retention of proof of payment; obtain a signed summary of distribution when payments are processed through MTA.
- Regularly monitor Capital office running cost advances and returns.
- Track cash balance according to needs and allowed limits and assist with monthly cash requests to HQ.
- Count and validate cash against the cash book daily, weekly, and monthly before submitting for approval to the Finance Supervisor for monthly closure; report any variances.
- Process cheque payments, ensuring all documentation is complete.
- Ensure sufficient cash in the safe and liquidity in the bank to facilitate payments.
- Review the accuracy of the Damascus HR TITANIC (formulas check).
- Prepare the payment order to MTAs (or bank transfer if applicable) for Damascus salaries payment.
- Update Payment Tracker on daily basis.
- Field Payment Requests Management
- Receive payment requests for MTA payments from field finance.
- Review all supporting documentation to ensure compliance with Acted’s standard procedures and conformity requirements.
- Prepare and print the Payment Order to MTA template to collect CFM and Coordination signatures.
- Communicate with Amman Finance Supervisor to know which MTA to select for the payment.
- Share the signed Payment Order to MTA with Amman Finance Supervisor for them to submit to MTA.
- Inform field finance of payment validation in the dedicated Teams groups.
- Update Payment Tracker on daily basis.
- Procurement review
- Receive Capital Procurement and field Capital managed scenarios procurement from logistics team and review all supporting documentation before submission for signature.
- Update CFU/DFU with Capital managed scenarios.
- Accountancy Management and control
- Register payments voucher once the payment is processed in the cashbook on a daily basis
- Make sure that allocations are correct and matching the allocation table/Time Sheet
- Make sure that all information in term of accountancy is in line with Acted standards (accounting codes – harmonised description – third party codes, allocation, etc.)
- Control that logistics and human resources procedures are respected
- Prepare and record vouchers for any exchange currency in the concerned accountancy book.
- Prepare and record vouchers for any cash transfers between accounting books and make sure they are matching through the necessary references
- Archiving Management
- Make sure the vouchers’ numbers and dates are matching the accounting records and they are stamped PAID
- Make sure all payment vouchers and supporting documents are compliant to Acted procedures, scanned, and archived as per Acted policy
- Validate and Provide samples to the compliance when required for the auditors
- Other Tasks:
- Under the supervision of the Amman Finance Supervisor, prepare Timesheets of the capital office and Collect signatures.
- Any other finance related tasks assigned by the line manager
- Key Performance Indicators
- Number of accurate & timely submission of cash and bank books
- Number of timely matched cash count and bank reconciliations
- Number of archived scanned vouchers & missing
- Number of complete & timely providing samples to the compliance
- Feedback from compliance
- QUALIFICATIONS
- Bachelor’s or Master’s degree in Accounting or a related field;
- Fluent English and Arabic (written and spoken);
- Excellent writing and communication skills;
- At least 6 months work experience with an INGO in an emergency and/or development setting.
- Ability to work under pressure in a high-pace environment;
- Good organisational and prioritisation skills;
- Proficiency in Microsoft Office, Microsoft Excel and Publisher;
- Strong interpersonal skills
- Strong analytical skills
How to apply
Interested and qualified applicants must apply by fill the application form by this link
Only applications in English will be considered
Only the shortlisted candidates will be contacted