Base Finance Officer – Ilocos / Abra (Filipino Nationals Only) at Acción contra el Hambre España

Duration : 3 months – for pooling Start date : 01-Aug-2022

You’ll contribute to ending world hunger by …

Managing accountancy and effectively using AGRESSO based on Action Against Hunder standards, GAAP, Government Regulation and Donor Policies; carry out financial and accounting tasks at the Base level in a correct manner to regularly produce reliable and transparent information on a timely manner.

Key activities in your role will include

Objective 1: Personnel management / team management

• Support the members of admin and finance team at the Base 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 Base.

• Periodically evaluate the staff under his/her direct responsibility and pass on the evaluations and recommendations to his/her manager.

• Draw up the work schedule for the Admin/Finance team at the Base.

• Comply with the local directives and rules in force as regards to HR management.

• Provide accounting support to the Base, when the need arises.

• Manage and monitor the performance of the staff of his/her direct responsibilities.

• To do field visits (Sub-Base) in case of need.

Objective 2: Budget management

• Provide all necessary information to the Admin/Finance Coordinator for the preparation of Budget versus Actuals (follow up or BvA) and forecast reports.

• To follow up the monthly expenditures of the base in coordination with Logistics Department, according to this monthly budget given at the beginning of the month (= validated forecast of expenditures).

• To check invoices/receipts: matching with the corresponding internal order form for the amount and the description of items in the base.

• To give the appropriate codification on all the invoices (budget lines, accounting codes).

• To follow up with Base Log about kind contributions with partners and beneficiaries and report to Admin/Finance Coordinator.

• To make sure that for kind contribution Action Against Hunger has justified support documents.

• Check partners report and vouchers, making sure that reports coincide with AGRESSO and are in line with signed contracts.

Objective 3: Administration and contract management

• Ensure that local taxation law requirements are fully complied with at the Base. In collaboration with the Admin/Finance Coordinator.

• Make sure the formalities required by the local authorities are followed in all official documents at the Base. In collaboration with the Admin/Finance Coordinator.

• Ensure a proper filing system for all cash and bank transactions at the Base and guarantee the security of the files under his/her responsibilities.

• At the request of the Admin/Finance Coordinator, working on the annual budget and proposals provide the Finance Department with information relevant to the structural costs of the Base.

• Analyzing the consistency of cash forecast with the BFU and keeping the Finance Department and Program Managers informed.

• In accordance with the structure of the financing plan, taking part in the process of allocating costs to certain donor contracts.

• Participating in the preparation of reports to funding bodies and in audits.

• Anticipating and monitoring financial risks (budget overspends, increased costs, lost invoices, lost deposits etc.) and keeping the Admin/Finance Coordinator and Head of Base.

Objective 4: Financial management(cash/accounting)

• Adhere to and enforce the financial internal and donors budget guidelines, particularly regarding the cash management procedures at the Base.

• Ensure that all accounting data are appropriately encoded to AGRESSO.

• Check all invoices/receipts sent by the suppliers before any payment and ensure the quality of all vouchers according to the donors, internal and national regulations.

• Maintain up-to-date and accurate accounting system ensuring the daily data entry in AGRESSO cash books.

• In collaboration with the Admin/Finance Coordinator maintain a transparent financial tracking and filing system and ensure that all necessary original documents are correctly archived at the Base.

• Ensure a regular cash verification, bank and balance sheet accounts reconciliations, monthly closing at the Base.

• In collaboration with the Admin/Finance Coordinator and the Logistic Coordinator, ensure the payment of all suppliers and service providers within the due deadlines in compliance with the signed agreement.

• Collaborate with the Admin/Finance Coordinator to develop monthly cash flow forecast.

• Control a preparation all advance payments in collaboration with the Head of Base and ensure their correct registration in the accounting system and in time liquidation as per Cash Management Policy.

• Check the cash requests submitted by the field sub-offices if required and process them after the approval of the relevant managers.

• Control a managing the Base office cash box and perform daily check. Perform the weekly checks together with the Head of Base. Be prepared for a monthly random check of cash box by the Head of Base or by another member of the senior staff.

• Make a timely request to the Capital of integrating the new CCOSTE to accounting system (AGRESSO) if need it;

• To be in charge for all the bank accounts in the Base.

• To supervise update bank book on daily basis according to each transaction.

• To ensure a proper cheque book monitoring report (list) at the Base.

• Since Action Against Hunger is using internet banking system, therefore it is necessary to make sure that for each transaction we have enough support documents in place.

• To implement and respect the Action Against Hunger authorization expenses procedure, requiring the authorization from the Country Director or Head of Base in all payment transactions and supporting documentation.

• To prepare the monthly treasury sheet (for each currency) for the Base whining the deadlines.

• To ensure a proper monthly budget forecast for all the projects at the Base in collaboration with Head of Project and Head of Base whining the deadlines.

• To seek the approval to purchase or acquire assets more expensive than the amount authorized for the Base.

• To ensure that the funds are available in the Base to accommodate project needs and settle obligations.

• To be in charge to keep trace of any communicated documents with bank and keep a copy of said documents in separate folder.

• To validate any check payments and check vouchers prior to issuing a check by Admin Assistant.

• To manage the cash books and cash boxes (PHP), on a daily basis, on computer, following up and keeping the books (for each currency) of the given advances, respecting at any time the following rule: Balance of the book = cash counting + unjustified advances.

• To release cash advance for a specific approved purchase, on presentation of an appropriate purchase order form, mentioning the budget line and validated by the Country Director or Head of Base and the Logistics department.

Objective 5: Internal/external control systems

• Ensure the fulfillment and adherence to the signatories’ policy and schedule for purchases and payment authorizations at the Base.

• Support the Admin/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 at the Base.

• Ensure the availability of cash resources as well as the security of the storage places for funds.

• Monitor the “safety envelope” system (if existing) in the Base office.

• Ensure the compliance with the internal guidelines regarding the risk of theft, armed robbery, corruption, embezzlement, errors and losses. Commit to respect ACF Risk Management Policies including Child Protection and Safeguarding policy, Anti-theft Fraud and Corruption Policy and Whistle Blowing Policy. Report any breach observed in the framework of this policies during his/her professional activities both as regards the proven or suspected offence and preventive breach.

Objective 6: Reporting

Tasks

• Ensure a timely full accounting monthly closure and annual closure for the Base.

• Ensure a weekly submission of bank and cash books postback to AGRESSO accounting system.

Do you meet the profile required criteria?

• Master of Science in Accountancy, Financial Management or Administration or related area.

• Professionalism – Sense of confidentiality

• Able to perform well under pressure with shorts deadlines.

• Good planning and monitoring skills are required

• Capacity to work autonomously in close coordination with the other ACF-E departments in the base.

• Knowledge of Admin procedures is compulsory.

• Expertise in accounting and finance.

• Experience of at least 3 years in a similar position, managing a team experience.

• Preferably previous working experience in NGO is highly desirable

• Fluent spoken and written English and Filipino

• Computer skills in MS-Office (Word, PowerPoint and internet, command Excel)

• Good knowledge accounting software (AGRESSO)

• National (visit of Capital if required)

• Valuable prior experience in issues related to the promotion of gender equality or personal commitment to gender equality.

Our remuneration package:

We offer immediate incorporation to a dynamic international network with the following remuneration package:

• Compensation: based on Action Against Hunger’s salary grid
• Benefits: health insurance, accident and life insurance, leave entitlement, government mandated benefits
• Fixed-term Employment