Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.
ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.
We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. With a team of 4,600 national staff 400 international staff, ACTED is active in 38 countries and implements more than 500 projects a year reaching over 20 million beneficiaries.
In response to the emergency situation in Sudan, ACTED recruits.
You will be in charge of
1. Accounting and treasury Management
1.1 Accounting management – supervise the accounting cycle for the mission
- Ensure timely and accurate data entries in cashbook, bankbook and SAGA following the standard descriptions defined in ACTED’s Global Finance Procedure Manual;
- Verify and coordinate the monthly compilation accounts from each area;
- Supervise cash and bank balance checking process when closing the monthly accounts;
- Communicate accounts on a monthly basis to HQ, respecting SAGA procedures and deadlines in line with the monthly accounting schedule as per ACTED’s Finance Procedures;
- Manage the presentation, circulation, filing of vouchers and archiving of accounting and financial documents in compliance with FLAT and Finance procedures (maintain an up-to-date filing follow-up: A8.01_Red Cell Game); Review on a random basis quality and compliance of documentation from areas when centralizing;
- Supervise the Yearly and Midyear Accounting Closures for both General and Analytical Accountancy aspects (V1 and V2).
1.2 Treasury management – ensure a controlled and smooth cash management
- Ensure justified bank selection process, open/close bank accounts under the authority of the CEO;
- Oversee the management of bank accounts: control, follow and make sure flows are properly lettered (advances, transfers, etc.), check balances and justifications, authorised visas; Report to HQ through the flows reporting tool A1_PRATIC;
- Supervise the management of safes and cash: available amount, balance checks, security instructions;
- Assess monthly cash-flow needs for projects and areas, fill and share the form A4.01_Cash Request on the 15th of each month;
- Manage money transfers, areas cash-supply and amounts in circulation, whilst defining payment procedures (bank transfer, cheque, cash etc.);
- Make sure donors are invoiced on time and report it through the tool A4.04_ATROCE, comply with good practices described in the Money In Acted HOUse Plan (MIAHOU).
2. Commitment of expenditures, budget control, & Financial Management
2.1 Commitment of expenditure – guaranty budget availability and compliance to ACTED and donor’s procedures before releasing payments:
- Collect visas of authorised staff members, set-up commitment ceiling in local currencies, define methods and timescales for payment;
- Before commitment / payment of any expenditure, check authorization levels, budget availability, budget line on which the expense is to be allocated to, ensuring full compliance with ACTED and donors procedures:
- In close coordination with the Country Logistics Manager (CLM) or equivalent, negotiate terms of contracts including payment schedule & taxes obligations; ensure that procurement procedures are adhered to; Follow-up commitments and payments through the tool A7.02_Contract Follow-Up (CFU); Ensure financial, compliance & budget control points during Purchase Committee meetings; review coherence between orders, quotations/offers, purchase orders, call for tender documentation, procurement memo, contract, invoices, receipts, works/services completion certificates; Check the receiver’s ability to endorse payment;
- In close coordination with the Admin Team, ensure that staff contracts are in line with ACTED standard salary grid, available budgets and regulations; propose salary grids revisions based on benchmarks, national legislation and budget constraint; review and validate the payroll on the 25th of each month;
- Validate partner’s accounting and documentation accuracy and compliance before payement.
2.2 Project budget follow-up, mission’s cost control, internal & external audits – anticipate and mitigate financial risks ensuring operations are run in a compliant and cost-efficient manner
- Lead Budget Follow-Up (A7.01) and Allocation Tables (A5) consolidation process;
- Analyse/report gaps between planned budgets and actual expenses; comply to the flexibility rule;
- Anticipate financial risks, present budget updates and mitigation plans during FLAT meetings;
- Analyse and report monthly running costs, fleet and communication of each area (A6.01-04)
- Prevent and report any financial and operational loss (A6.01 ACT follow-up);
- Submit to HQ all the annexes of the internal financial follow-up reporting tool (TITANIC) by the 15th of each month;
- Follow-up Exit Forms for international staff and make sure they are sent to HQ once validated;
- Take the lead on external audit preparation in support to the country compliance teams if any; Contribute to opening/closeout meetings, responses to audit reports, recommendations’ implementation plans.
3. Project financial cycle management
3.1 Develop project budgets and reports – ensure the financial feasibility of projects, respecting ACTED and donors’ rules and deadlines
- Gather 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;
- Review and negotiate terms of grant contracts before signature (payment & financial reporting schedule, use of HQ cash-pooling system, etc.);
- Plan, consolidate, draft & crosscheck with Project Development Department (PDD) financial reports when required (ad’hoc, interim and final), respecting contractual deadlines and rules such as flexibility, eligibility and liquidation period, etc.;
- Follow-up payments from donors and financial project close-out (contract liquidation).
4. Team leadership & other tasks
- Update the organization chart and ToRs of the finance and administration departments (if applicable) according to the mission development;
- Oversee the team, plan & conduct finance staff recruitments, undertake appraisals, follow career management, identify staff with potential and contribute to ACTED internal mobility policy; Ensure training and capacity building for finance team members of ACTED and Partners in order to increase the level of technical ability and skills;
- Actively promote strong & structured articulations with all teams (Logistics & PDD in particular); Represent ACTED with relevant finance & admin networks at country level;
- Improve information flows within the department and with other departments;
- Plan field monitoring missions;
- Perform any other related activities as assigned by immediate supervisor.
Expected skills and qualifications
- Master degree minimum in Finance or related area
- 3+ years of solid experience in financial management and monitoring systems, preferably of large development programs, possibly complemented by academic expertise
- Excellent financial and analytical skills
- Excellent communication and drafting skills for effective reporting on programme financial performance
- Ability to manage a financial/monitoring team and demonstrate leadership
- Ability to monitor and evaluate financial and monitoring skills of communities through capacity-building efforts
- Ability to operate in a cross-cultural environment requiring flexibility
- Familiarity with the aid system, and understanding of donor and governmental requirements;
- Prior knowledge of the region an asset
- Ability to operate Microsoft Word, Excel and Project Management software
- Salary defined by the ACTED salary grid depending on education level, expertise, security level and experience
- Living allowance of 300 USD
- Lodging and food provided in the ACTED Guesthouse / or housing allowance (depending on the contract lenght and country of assignement)
- Flight tickets in and out + Visa taken in charge by ACTED
- Provision of medical and repatriation insurances
>>>Email Ref: CFM/SUD