Chain Of Command

Under the authority of:

• Country Finance Manager

In Charge of:

• Implementation and Follow-Up of Financial tools
• Participation to the Accounting Closure
• Capacity Building

Working Relations

Internal:

• HQ (Directors / Deputy of Finances / Logistics / HR / Audit / Grant Management / Programs)
• Country Logistics team
• Country Administrations team
• Area Coordinators
• Area Finance Officers
• Project Managers

External:

• Donors
• Banks
• National and international Partners organizations

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

1. 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
2. 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.),
3. Before ACTED signs an agreement with an Implementing Partner, support the IP Due Diligence Assessment Framework consolidation process and support the CFM in preparing the MoU

Implementation and Follow-Up of Financial tools

• Monthly TITANIC consolidation and review

1. Accounting Flows (by the 15th of each month and upon request): support the financial reporting consolidation process and review
2. Check that the cash and bank balances in ACTED’s accountancy software 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
3. Check that the flows are well cross-referenced and lettered
4. Check the level of open advances and loans and evaluate the financial risk for ACTED, if any
5. Crosscheck the exchange rate table with ACTED’s accountancy software
6. Analyze the exchange rate gains or loss, conduct bank surveys upon CFM request to optimize the changes operations
7. Make sure that the financial information in the exit forms whenever a staff is leaving the organization is matching the accounting data and that the advances are closed at least 5 days before the staff is leaving the organization
8. Cost Analysis (between the 10th and 15th of each month and upon request)
9. Update the Running Costs follow-up tool and conduct market surveys upon request of the CFM
10. Update the allocation tables (monthly and upon new contract signature as well)
11. Update the non-allocated cost follow-up tool and suggest potential reallocations to the CFM
12. Upon request, present a cost analysis of the mission to CFM and CD to support the decision making process
13. Allocations (between the 10th and 15th of each month and upon request)
14. Follow up of ACTED’s resources allocation per project at country level
15. Upon request, present a memo on the mission’s resources allocations to the CFM
16. Budget Control and Funding Structure (between the 10th and 15th of each month and upon request)
17. Update the monthly Budget Follow-up (BFU), Contract Follow-up (CFU) and Debt Follow-up (DFU) and share them with the CFM for validation
18. Provide an analysis of ACTED resources to be funded on new proposal
19. Identify funding gaps and risks
20. Staff salary payment 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

• Financial Reporting preparation and support

1. 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
2. Ensure the preparation of Financial Reports to donors, crosscheck allocation tables with the financial reports and update the allocation tables accordingly, if needed
3. 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.;
4. Follow-up payments from donors and financial project close-out (contract liquidation).
5. Ensure the review and control of partners’ financial reports and documentation
6. For each partner’s report received, check the physical documentation and its consistency with the partner’s ledger, check the expenses allocations
7. Check that the partner’s expenses are correctly recorded in ACTED’s accountancy software

Participation to the Midyear and Annual Accounting Closures process

1.  Under the supervision of the CFM, support the preparation of the V1 Closure (Cleaning and lettering of advances, transfers, changes, checking of local instalments) to ensure that flows are closed in a timely manner;
2. Under the supervision of the CFM, support the preparation of the V2 Closure (Final reports, allocation checking in the accountancy software, reallocations, instalments from donors and cash tracking, non-allocated costs review) to ensure a smooth freezing of the accounts.

Training and Capacity Building

1. Ensure training of capital and base finance staff on ACTED financial procedures and tools
2.  Support the finance and administration teams in the mastering of financial documents, accounting software SAGA:
3. Contribute to the global efficiency enhancement of the teams
4. Perform trainings on financial management to local partners

• At least Bachelor’s degree in Finance, Accounting, Business Administration or related area;
• At least 3 years work experience, preferably in the NGO sector
• Excellent communication skills with the ability to present financial matters to non-financial managers and write and discuss proposals and budgets and grant administration in English with institutional donors and other relevant parties
• Experience in developing budgets for various donors as well as financial reporting
• Proficiency in accounting software, specifically SAGA
• Proficient in MS Excel, Word and PowerPoint and Data Analysis
• Proficient in analyzing financial figures
• Ability to adapt to new situations and needs
• Willing to travel to remote locations
• Fluency in English required – ability to communicate in local languages an asset

Conditions

• Salary range: USD 743 – USD 819 gross (D1 3-5)
• Duration: 6 months renewable
• Duty Station: Khartoum
• Department: Finance
• Line Manager: Country Finance Manager