The Finance Assistant in capital or area supports the department for any specific task necessary for the mission, such as physical and digital filing, specific reconciliations (cash for work) etc.
OBJECTIVES
1. Adhere to ACTED policies, tools and guidelines
2. Implements independently procedures and activities within own function or core competency as delegated
3. Responsible for organizing and delivery of tasks in line with priorities and standards
4. Develop and maintain knowledge of the specialist area of work in which technical assistance and support is being provided, in order to be most effective in supporting the team
5. Use initiative in day to day problem solving in line with agreed procedures, priorities and standards for the area of work
6. Prepare and develop status reports as required by management
7. Ensure proper filing of documents
8. Promote and share ideas for improvement in your area of expertise
9. Assists in the development of the department budget and ensures spending remains within acceptable variances;
10. Support the Manager in addressing any personnel matters within the department.
11. Verifies and records department staff compliance with financial policies and procedures, including travel expense claims and staff attendance reports.
12. Prepares financial, expenditures and payment authorization forms.
13. Perform other duties, as assigned by Line Manager;
14. The Assistant has to report directly to the country Finance manager.
FUNCTIONS
• Provide timely quality control on the sub-grantee’s documentation, creating needed checklist and maintaining appropriate level of follow up to ensure improvement;
• Prepare and ensure adoption of ACTED templates as needed for IPs/ CSOs in consultation with the SPO;
• Follow up on the compliance processes to ensure regular and proper documentation of partner expenses;
• Follow up on monthly basis in the tracking tool the status for each IP/CSO.
Reporting and Compliance
• Review of partner’s financial reports and follow up to ensure timely reporting.
• Prepare IP cashbooks and upload in the accounting system once reports are approved.
• Keep a copy of all sub grantee files and records and ensure proper filing and archiving of supporting documentation for each financial report;
• Assist due diligence of current and future IPs and share with CTCM;
• Assist the drafting of partnership agreements, including SGAs, Teaming Agreements (Tas) and Memorandum of Understanding (MoU) and share with PDM;
Internal Coordination
• Update on a regular basis the IP/CSO database with complete & accurate information and documentation in coordination with PD team;
• Ensure accuracy of reported data, by following internal and donor guidelines;
• Keep an accurate filing system in the server and physically;
• Risk Mitigation Plan Follow up with IPs on quarterly basis as well as identify the capacity gaps;
• Participate in IPs capacity building exercises;
• Assist in preparation of presentations for Awards KOM and COM.
• Filling Vouchers
Protection mainstreaming- Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)
Official employment, competitive salary according to knowledge and experience
Apply with CV at recruitment.romania@acted.org
The last day to apply is 21.09.2022