Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in eight countries: Kenya, South Sudan, Ethiopia, Zambia, Tanzania, Uganda, Haiti and Somalia. Action Against Hunger-USA has over $100 million in programs, and approximately 1,700 staff based in in the various country offices and the headquarters in New York City and Operational Centre in Nairobi. Additional growth is anticipated.
I. Summary of position
Under the supervision of the Finance and Administration Manager, the Accounts Officer is responsible for: leading on accountancy, reporting and managing cash, mobile money and banking transactions. S/He will review transaction vouchers and manage the financial documentation aspects of the office and conduct capacity building trainings and compliance management.
The following are key aspects of this role:
\u2022 Purpose:
The purpose of the role is to ensure high quality preparation of monthly accountancy, provide proactive financial analysis on receivables and payables including account reconciliations to enable the finance head of department make sound management decisions. Also, to champion sound cash and bank management, treasury forecasting and capacity building.
\u2022 Engagement:
The accounts officer closely collaborates with financial partners (bank, tax office, other financial service providers, etc.) and provides support to bases/ field offices upon request by the coordination office and with all staff related to cash and advance management.
\u2022 Delivery:
Preparation of high quality and timely monthly accountancy, provide timely reporting and settlement of monthly bills and pay taxes. (Accounts Officer)
Responsibilities
1. Mission Accountancy
\u2022 Enter daily transactions in Sylogist for approval
\u2022 Check the accuracy of the requests and configure in Sylogist and send the updated parameter to the field
\u2022 Check the transactions are charged on the appropriate budget and budget line
\u2022 Re-charge International HQ costs to the cost center
\u2022 Integrate transactions done at HQ in SYLOGIST on monthly basis
\u2022 Post transactions of costs to be charged monthly on different grants every month based on the allocation in the Financial Plan. E.g. premise rents, others if any
\u2022 Perform monthly checking and matching process in SYLOGIST \u2022 Update outstanding follow ups on monthly basis
\u2022 Perform review of accountancy as per the standard checklist every month
\u2022 Generate high-quality and timely accountancy of the mission
\u2022 Ensure implementation of new procedures and policies concerning accountancy in the mission
\u2022 Maintain all finance documents in the appropriate folders and ensure that the classification and filling is made as per the ACF guidelines.
\u2022 After the monthly accountancy closure check the accounting codes, the project codes and the budget codes and make corrections accordingly
\u2022 Develop an archiving strategy for guidance on document placement
2. Cash, Mobile Money and Bank Management
\u2022 Perform cash counts according to the requirements established by the country office
\u2022 Help ensure quality cash management for the mission
\u2022 Record expenses and cash flows in the bank and safe deposit box journals.
\u2022 Ensure the presence and quality of supporting accounting records in the bank and safe journals.
\u2022 Prepare bank reconciliation statements and monthly vault closing
\u2022 Verify bank account activity,
\u2022 Justify all advances present at the end of the month.
\u2022 Edit the accounting documents necessary for the preparation of the accounting package.
\u2022 Codify and file supporting accounting documents related to the bank and safe deposit box journals.
3. Prevent Fraud and Corruption and Compliance Management
\u2022 Prevent and manage situations of fraud and corruption (identify the risks of fraud and corruption and implement actions of prevention and control).
\u2022 Identify the risks of fraud and corruption in his/her area of competence and implement prevention and control actions.
\u2022 Alert the Finance and Admin Manager to cases of fraud and corruption and take corrective action as per policy.
\u2022 Implement and follow up on the recommendations resulting from the daily controls and audit.
\u2022 Carry out monthly spot checks and visits in the field to monitor activities.
4. Manage filing, document retrieval and retention
\u2022 Ensure that all project files and other finance files are clearly labelled.
\u2022 Ensure all finance documents are scanned, and soft copies properly stored and maintained.
\u2022 Retrieve any documents when required.
\u2022 Maintain an IN/OUT document register.
\u2022 Responsible for making follow-ups on documents taken out of the files.
Supervisory Responsibilities
\u2022 Oversee the activities of the ACF Partners in the field
\u2022 Perform routine visits to Partner organizations and build capacity as and when required
\u2022 Receive monthly accountancy from partners with supporting documents for review and upload for E-Achieving Gender Equality Commitments
\u2022 Foster an environment that supports values of women and men, and equal access to information.
\u2022 Provide a work environment where women and men must be evaluated and promoted based on their skills and performance. \u2022 Respect beneficiary women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
\u2022 Value and respect all cultures.
Physical Demands
\u2022 While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
\u2022 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions, Travel and Environment
\u2022 The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
Must be able to travel as required for standard domestic and international business purposes.
While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
Requirements
Required Qualifications and Professional Experience
\u2022 A bachelor\u2019s degree in accounting/finance/commerce from a recognized University
\u2022 Qualified Accountant with ACCA/CPA will be an added advantage
Required Skills & Competencies
\u2022 At least 3 years\u2019 experience in a similar position
\u2022 Experience in developing and maintaining filing systems and processes
\u2022 Experience in supporting office administration roles.
\u2022 Fluency in English
\u2022 Humanitarian/development industry experience
\u2022 Able to work effectively in a multi-sectoral organization requiring strong communication, planning & organization skills.
\u2022 Strong interpersonal skills.
\u2022 Knowledge of financial/accounting procedures.
\u2022 Computer proficiency, including spreadsheets, internet and email, accounting package.
\u2022 Knowledge of the techniques used to maintain the balance and classification of accounts in an accounting system.
\u2022 Decision making skills, problem solving skills, ability to work within deadlines.
\u2022 Professionalism, teamwork, proactivity, motivation
\u2022 Ability to pay attention to detail \u2022 Self-starter with a strong desire to promote and implement continuous improvement efforts.
Benefits
Interested? Then apply for this position by clicking on the apply button. All applicants must upload a cover letter and an updated resume and both must be in the same language as this vacancy note. Closing date for applications: January 22, 2025.
We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non discrimination in employment.