Finance Assistant

General Position Summary

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corp’s internal policies and procedures.  As a support to the Program Technical Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

Working in the finance unit, under the direction of the Field Finance officer, the Finance Assistant will be responsible for the day to day routine tasks of the finance Assistant (cashier) role where the details are specified under the Essentials of Job Functions below. She/he is expected to produce reliable, accurate and timely financial report/information for all stake holders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in the team.  Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.

 ESSENTIAL JOB FUNCTIONS:

 I.  Treasury Management (70%)

II.  Compliance Monitoring (5% of Time)

III.  Customer Focused (20% of Time )

IV.  Financial Accounting and Others (5% of Time)

I. Treasury Management (70% of Time)

 At all times, ensure that adequate fund is available for operations. Ensure that the Mercy Corp’s petty cash replenishment system is followed up consistently and ask for replenishment based on the minimum reorder level set for the office.

2. At all time, ensure that there is adequate cheque leaf and other payment processing pads are available in the office and put a reorder level system before the cheque leaf or other payment processing documents run out completely.
3. Organize with the Support Service team in the office and ensure that the room where the safe box is located is adequately protected and secured enough
4. Ensure that the currency notes we are receiving from any legitimate source which includes staff travel or operational advance return are not fake currency notes. On the event this happens, alert the Field Finance officer immediately.
5. Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the Finance Assistant (cashier office) office.
6. Ensure that on all payments made we are withholding the relevant government withholding tax for the payments where this is applicable by law
7. Ensure that all Mercy Corps policies and procedures are adhered in terms of cash hours, weekly cash count and monthly cash count procedures
8. Ensure that all the cash transactions are entered to the Navigator system on a daily basis and ensure the cash balance based on the system information is matching with the physical cash count in the safe box
9. Print the GL register from Navigator and ensure it is filed with the original vouchers
10. Liaise with the logistics team (Support Service officer) that any missing or insufficient supporting documents are immediately delivered and in the event that this is not delivered, hold the final release of cheque and discuss with the Field Finance officer for further action.
11. Perform the routine cash payment based on the complete and authorized documents
12. Perform the routine cheque payment based on the complete and authorized documents
13. Ensure the safety and security of cash handling as well as cheque handling between the move from/to  office and bank.
14. Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden

II.                  Compliance Monitoring (5% of Time)

1. In addition to the financial review done by the Field finance officers, perform sensibility checking that all the supporting documents attached to the voucher are meeting the internal control standards of Mercy Corps, and they are duly signed by the authorized staff members in the office .
2. Query any altered document presented for payment. Ensure that all altered document for whatsoever reason and submitted for payment has the signature of the authorized personnel in the office against the place where the alteration has been made.

III.               Customer Focused (20% of Time)

1. Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
2. Ensure that clients or staff members who are expecting to collect the cheque or cash payment are not lining up unnecessarily and they receive adequate and timely service. Inform the clients or external parties who expect the cheque payment that the payment is ready for collection.
3. Depending on the need, maintain log sheet which will reveal the processing time and the actual time the payment is done
4. On exceptional circumstances and on the possible delay of payment process, provide ahead feedback to the staff members (mainly Support team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
5. Provide professional and polite responses to all external parties as well as staff members for any queries that they may raise in connection to the expectation of payments
6. Generally, be courteous for all external parties or staff members who may require the support on the payment service

IV.               Financial Accounting and Others (5% of Time)

1. As required, provide cover for the Field Finance Officer in his/her absence
2. Perform double and final check of document authorization that it has been authorized based on the limit set in the Authority Matrix

Perform any other similar tasks that may be reasonably assigned by the supervisor in any one of the four components above.

KNOWLEDGE AND EXPERIENCE:

 ·       Three years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.

·       Experience working with USAID/DFID grants at least for two years

·       Diploma/First Degree in Accounting, Business Administration, Finance or related discipline. Compensating Education + Experience can be considered.

·       Demonstrated competency with computerized general ledger software

·       Advanced computer skills in MS Office programs, particularly in Excel

·       Prior management experience and strong organizational skills

·       Excellent oral and written English skills

SUCCESS FACTORS:

·       Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skill; team oriented

·       Good computer skills (especially Microsoft Excel, Work, and Outlook)

·       Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people

·       High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

·       Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary

·       Excellent communication skills, written and oral are required.

·       Demonstrated cultural sensitivity and appropriate flexibility.

·       Emotional maturity and physical stamina.

·       Demonstrated experience in managing Matrix Reporting

·       Willing to travel to Mercy Corps field offices and project sites , when required