The Finance Officer in capital or area is in charge of accounting. He/she makes sure that the accounting reflects a true picture of reality, he/she checks the vouchers before entry. He/she is also in charge of bank accounting, establishes bank reconciliations. He/she may be required to contribute to part of the financial and flow monitoring.
OBJECTIVES
1. Support the CFM in budget preparation and contractual review
2. Consolidate and follow-up the Financial Internal Control tools and Financial Reporting for the Mission
3. Under the CFM responsibility, train the Finance Teams on ACTED procedures, processes & methodologies
4. Financial monitoring/internal/external reporting
5. Compliance with procedures
6. Link with the areas
7. Perform other duties, as assigned by Line Manager;
8. The officer has to report directly to the country Finance manager.
DUTIES & RESPONSABILITIES
1. Budget preparation and contractual review
a. Upon request of the CFM prepare budgets by gathering information from the relevant departments to consolidate budgets for project proposals according to project/mission needs and donor constraints; propose sufficient programme and support budgets including mission’s investment plans in close link with country coordination. Ensure the financial feasibility of projects, respecting ACTED and donors rules and deadlines
b. Whenever a new contract from a donor is received prepare a contract sheet clarifying all the financial rules applicable for the CFM validation (eligibility, flexibility, etc.),
c. Before ACTED signs an agreement with an Implementing Partner:
2. Implementation and Follow-Up of Financial tools
2.1 Monthly TITANIC consolidation and review
a. Accounting Flows (by the 15th of each month and upon request) : support the PRATIC consolidation process and review
1. Check that the cash and bank balances in 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
2. Check that the flows are well cross-referenced and lettered
3. Check the level of open advances and loans and evaluate the financial risk for ACTED, if any
4. Crosscheck the Inforeuro Exchange rates table with Saga
5. Analyse the exchange rate gains or loss, conduct bank surveys upon CFM request to optimize the changes operations
6. 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
b. Cost Analysis (between the 10th and 15th of each month and upon request)
1. Update the Running Costs follow-up tool and conduct market surveys upon request of the CFM
2. Update the Allocation Tables ( monthly and upon new contract signature as well)
3. Update the ACT follow-up tool and suggest potential reallocations to the CFM
4. Upon request, present a cost analysis of the mission to CFM and CD to support the decision making process
c. Allocations (between the 10th and 15th of each month and upon request)
1. Follow up of ACTED’s resources allocation per project at country level
2. Upon request, present a memo on the mission’s resources allocations to the CFM
d. Budget Control and Funding Structure (between the 10th and 15th of each month and upon request)
1. Update the monthly BFU, CFU, DFU and share them with the CFM for validation
2. Provide an analysis of ACTED resources to be funded on new proposal
3. Identify funding gaps and risks
e. Staff salary payement 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 CFM of any discrepancies
2.2 Financial Reporting preparation and support
a. By the 5th of each month, control that the financial information from the bases is accurate, complete and submitted on time for monthly and yearly closures
b. Ensure the preparation of Financial Reports to donors, crosscheck allocation tables with the financial reports and update the allocation tables accordingly, if needed
c. Plan, consolidate, draft & crosscheck with Project Develoment Departement (PDD) financial reports when required (ad’hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;
d. Follow-up payments from donors and financial project close-out (contract liquidation).
e. Ensure the review and control of partners’ financial reports and documentation
f. For each partner’s report received, check the physical documentation and its consistency with the partner’s ledger, check the expenses allocations
Check that the partner’s expenses are correctly recorded in SAGA
3. Participation to the Midyear and Annual Accounting Closures process
f. Under the supervision of the CFM, support the preparation of the V1 Closure (PRATIC: Cleaning and lettering of advances, transfers, changes, checking of local instalments) to ensure that flows are closed in a timely manner;
g. Under the supervision of the CFM, support the preparation of the V2 Closure (ATROCE: Final reports, SAGA allocations checking, reallocations, instalments from donors and cash tracking, ACT review) to ensure a smooth freezing of the accounts.
4. Training and Capacity Building
a. Ensure training of capital and base finance staff on ACTED FLAT Procedures and tools
b. Support the finance and administration teams in the mastering of financial documents, accounting software SAGA:
Contribute to the global efficiency enhancement of the teams
Perform trainings on financial management to local partners.
Apply with CV at recruitment.romania@acted.org
The last day to apply is 30.09.2022