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10 Oct 2019

Finance Assistant / Cashier

Job Description

Finance Assistant / Cashier
Category: Accounting and Finance

Location: Jijiga, Somali

Employment Type: Full time
Job Description

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states – Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Amahara – and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs and geographies as much as possible.  Our partners include government, academic institutions, development and private sector actors, civil societies and participating public. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position.

Position Title:  Finance Assistant / Cashier

Primary Location:  Jijiga

Open Position: 1

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 Area Office, under the direction of the Area Manager and Area Finance Officer, the Area Office Cashier will be responsible for the day to day routine tasks of the 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 able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.

ESSENTIAL JOB FUNCTIONS:

I.              Treasury Management (60%)

II.            Compliance Monitoring (25% of Time)

III.           Customer Focused (10% of Time )

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

 

Treasury Management (60% 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.
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.
Ensure that per CSA rule, all the pre numbered vouchers (receipt or payment) are notified to HR and Legal Director so that he/she has communicated this to CSA office on time
Organize with logistics team (PALM team) in the office and ensure that the room where the safe box is located is adequately protected and secured enough
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 Finance Director immediately.
Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the cashier office.
Ensure that on all payments made, we are withholding the relevant government withholding tax for the payments where this is applicable by law
Ensure that all Mercy Corps policies and procedures are adhered in terms of cash hours, weekly cash count and monthly cash count procedures
Ensure that all the cash transactions are posted to the sub journal 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
Liaise with the logistics team (PALM team) 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 finance officer and the Area Manager for further action
Perform the routine cash payment based on a complete and authorized set of documents. Ensure that all beneficiaries and trainees payment is backed up by relevant document and it is properly signed by the recipients, their signature is legible or well printed. Ensure adequate space provision has been made in the document to obtain the signature.
Perform the routine cheque payment based on a complete and authorized documents
Based on the guidance and support from the Area Finance Officer, Regional Finance Coordinators and other relevant colleagues, review journal transaction descriptions in sub journal systems for cash and bank transactions that they meet the expectations of the budget holders, auditors, and other stake holders and reasonably explained within a limited character space in the system.
Ensure the safety and security of cash handling as well as cheque handling between the move from/to office and bank.
As required travel to project sites and effect payment based on authorized documents. Ensure the safety and security of cash handling between the Area Office and project site offices. Similarly ensure the safety of payment vouchers and supporting documents handling when traveling from/to the project site offices
Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden
Compliance Monitoring (25% of Time)

In addition to the financial review done by the appropriate 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
On a monthly basis, for all USAID grants, for which the current regulation states more than USAID 500,  extract and compile documents to be submitted to USAID and send this to the Addis based assistant finance officer.
Work closely on the monthly compilation and remittance of all withholding tax payments to the government authority.
Provide consistent support to other finance colleagues and staff members in the implementation of internal audit recommendations
Query any altered document and ensure that all altered documents and submitted for payment have the signature of the authorized personnel on the place where the alteration has been made.
Customer Focused (10% of Time)

Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
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.
Depending on the need, maintain log sheet which will reveal the processing time and the actual time that the payment is done
On exceptional circumstances and on the possible delay of payment process, provide ahead feedback to the staff members (mainly logistics team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
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
Generally be courteous for all external parties or staff members who may require support on the payment service
Financial Accounting and Others (5% of Time)

Perform double and final check of document authorization that it has been authorized based on the limit set in the Authority Matrix
Together with other finance colleagues, as a team provide strong support on the A-133 Audit, donor audit, external statutory audit, and any other Audit related to MC Ethiopia programme
Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the four components above.

Security

●       Ensure compliance with security procedures and policies as determined by country leadership.

●       Proactively ensure that team members operate in a secure environment and are aware of policies.

Organizational Learning

●       As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

●       Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Job Requirements

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

·         Experience in managing USAID 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 site offices and project sites , when required

How to Apply

All interested candidates are encouraged to apply for the position advertised.  All applications submitted to the Mercy Corps office include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts.  In order to ensure fairness to all applicants personal inquiries are not permitted.

Only candidates that are short listed will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

DEADLINE FOR ALL APPLICATIONS October 18, 2019/ 4:00 PM

Please send non-returnable applications and credentials to one of the following address:

Mercy Corps Recruiter

Addis Ababa: P.O. Box 14319

Arbaminch: P.O. Box 33  , Jijiga: P.O. Box 225

Negelle Borena: P.O. Box 116

Dire Dewa: P.O. Box 974


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