Position: Senior Finance Officer

Department: Finance

Location: Kismayo, Somalia

Contract Duration: 31st December 2023

Direct Hierarchy: Finance Manager

Starting date: August 2023

Background on ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the Senior Finance Officer (SFO) position in KISMAYO, Somalia.

Position Profile:

This position will require the individual to perform transparent, true, and efficient financial activities for ACTED programs in Jubaland. As well as manage subordinate finance staff in their day-to-day duties.

Duties and Responsibilities:

I. Main objective:

The SFO is responsible for:

• Preparation and consolidation of the mission’s accountancy in an accurate and timely manner;
• Preparation and execution of all cash payments in a transparent, accurate and as per ACTED procedures for Kismayo office.
• Preparation and initiation of all bank payments in an accurate and timely manner and ensuring all necessary supporting documents are attached;
• Ensuring a good filling and document tracking system is in place;
• Assisting the finance department on the monthly internal reporting (TITANIC) and external reporting (financial reports).

Specific responsibilities include:

Cash:

• Responsible for preparation of weekly cash forecasts and exchange needs.
• Coordinate with other departments to collect the monthly fund requests and make sure they are based on realistic forecasts (in compliance with the monthly BFU’s and DFU’s).
• Responsible for the timely and realistic submission of the monthly cash request forecast for Kismayo.
• Responsible for the timely execution of the cash withdrawal requests from the bases.

Payment Procedure:

• Responsible for timely payment execution at Kismayo Level in compliance with ACTED internal procedures.
• Responsible of accurate and timely preparation and execution of statutory tax payments
• Responsible for supervision of the finance intern during the preparation of payment voucher for approval by FM/ CFM before payment is processed.
• Responsible to make sure every payment has the full set of supporting documents/ procurement documentation.
• Responsible for monthly bank reconciliation.

Filling:

• Responsible for follow up and filing of vouchers on monthly basis.
• Responsible for checking of all finance vouchers for Kismayo and making sure they are complete and fully signed monthly.
• Responsible for training and supervising the finance Cashier, intern during the filling process:
• Make sure all vouchers are correctly labelled as per ACTED standards (originals: blue books; copies: red books; field & partners: black books).
• Make sure the documents are photocopied/ scanned weekly.
• Make sure all documents are coded and filed as per ACTED guidelines and uploaded in the cloud regularly (digitalization process).

Accounting:

• Responsible for preparation and uploading of Kismayo Cash/ Bank Book entries in SAGA according to ACTED Standard entry grid.
• Responsible for preparation and uploading of consolidated accounting from the bases (Cash/ Bank Book entries) in SAGA according to ACTED Standard entry grid.
• Responsible for crosscheck of allocation as per purchase order/ supporting documents.
• Responsible for accounting codes accuracy in cash/bank books and payment vouchers according to ACTED Standard entry grid.
• Responsible to check Cash/ bank books and SAGA before closing the monthly accounting, consolidating the provisional writings in SAGA, ensure all Third Party Codes before end of year closure.
• Responsible for the checking of cash distribution payments.
• Responsible for accurate, timely and efficient flow of financial and accountancy information to FM
• Able to train any new staff member to ensure that there is not a gap in the department.

Reporting:

• Assist the Finance Manager on drafting the financial sheet for new projects in compliance with the approved budget and grant agreement signed.
• Assist FM in preparation of reports when needed (under Finance Manager Supervision).
• Assist FM in preparation of BFU’s when needed (under Finance Manager Supervision).
• Assist FM in compiling the complete and accurate set of supporting documents for disbursement of IP instalments in advance of the monthly cash request.

CFU/DFU:

• Responsible for the preparation of the monthly Debt Follow Up for Kismayo and timely submission to the DFU/ CFU focal point for consolidation.
• Responsible for proper follow up for on all pending debts/ payments and that they are cleared within reasonable time.
• Responsible to follow up with Logistics on regular basis to update the Contract Follow Up and make sure all recent procurements are reflected in the CFU.

Cost Analysis:

• Responsible for monthly follow up on Kismayo running costs.
• Responsible for preparation of different cost analysis to FM and Country Coordination for different decision making on cost control, upon request.
• Responsible for cross-check of allocations with other departments.
• Responsible to train staff in the bases on cost control and other financial tasks if needed.

Links with other departments:

• To handover final photocopied vouchers to compliance for final check, and follow-up for filing.
• Assist the Compliance department in audits and documents gathering, full cooperation with external auditors.
• Perform any other task assigned by the FM/ CFM.

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).

Qualifications/Skills Required:

• Bachelor’s degree in Accounting, Finance, Logistics, Business Administration (Accounting option), or a related field.
• A minimum of three years’ relevant experience, preferably in a similar position in an NGO.
• Deep and clear understanding of humanitarian principles and activities.
• Sound understanding/experience in financial processing and management.
• Excellent skills in Microsoft Word, Outlook, and Excel.
• Strong organizational skills and meticulous attention to detail.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• High level of integrity and honesty.
• Fluency in Somali and English language is a must.
• Ability to work independently.