Finance Assistant
Action Against Hunger, Somalia

Organisational background:

Action Against Hunger leads the global movement to end hunger. We innovate solutions, advocate for change, and reach 24 million people every year with proven hunger prevention and treatment programs. As a nonprofit that works across 50 countries, our 8,300 dedicated staff members partner with communities to address the root causes of hunger, including climate change, conflict, inequity, and emergencies. We strive to create a world free from hunger, for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in 8 countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia and Haiti. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Summary of position

The Finance Assistant will be responsible for ensuring Action Against Hunger USA systems and procedures of internal controls are followed when handling or processing financial transactions She/He shall work and support the Finance Manager in accounting and financial matters. The incumbent ensures all recorded financial transactions present accurate, true and fair status of incurred expenditure in line with donor, HQ and mission guidelines.

Purpose

The position will be responsible for among other duties; review payments and supporting documents, process payments, manage the petty cash and bank disbursement documentation, preparation of support documentations and carry out reconciliations, facilitate monthly accountancy closure and payroll.

Engagement

The Finance Assitant will foremost work under the technical supervision of the Finance Manager, will report to the Finance Manager. S/He will collaborate and support the respective teams in HR department Logistics and Programs by providing financial Accountability, Service and Integrity.

Key Deliverables

1. Timely and Accurate Supplier Payments and Reconciliations: Ensuring prompt processing and reconciliation of payments to suppliers, verifying invoice accuracy, and maintaining alignment with contractual agreements and financial records.
2. Import all invoice into the system-Syllogist-ERP
3. Effective Petty Cash Management: Overseeing daily cash and mobile money via Merchant transfers, weekly cash counts to ensure sufficient operational petty cash, and maintaining accurate transaction records into Syllogist-ERP
4. Accurate Financial Transaction Recording: Maintaining the integrity of financial records by timely recording of transactions in cash, mobile money, and bank books, and uploading these records to financial system software.
5. Invoice Processing and Compliance: Managing the invoice processing workflow, ensuring compliance with internal controls, obtaining necessary approvals, and addressing any compliance issues.
6. Month-End Reporting and Balance Reconciliations: support with Finance Manager/ Accountant Facilitating monthly accountancy closure, ensuring accuracy in document review, reconciling advances, and maintaining Payroll and uploading into the Syllogist.

I. Essential job roles:

Cash Management:

• Timely Payments to Suppliers and Reconciliation: Ensure that payments to suppliers are processed promptly and accurately. Review invoices and supporting documents to verify the correctness of the amounts. Prepare reconciliations when necessary to ensure that payments align with contractual agreements and financial records.

• Prepare Payment Vouchers amp; Invoice Supporting Documents: Ensure payment Vouchers (PVs) are prepared alongside requisite invoice supporting documents. This involves entering details such as the invoice number, amount, donor codes, Account codes and vendor details.
• Upload PVs to ECHO Sign for 1st amp; 2nd Level Approval: Finance Assistant upload the PVs to ECHO Sign for both first and second-level approvals.
• Address feedback for any compliance issues raised: In case of any compliance issues flagged during the review, Finance Assistant is responsible for resolving these before re-submission.
• Echo Sign 2nd Level Approval of Vendor Invoices: Submit Invoices to the Finance Manager and Head of Finance for final approval on ECHO Sign, making the ultimate decision on the legitimacy and validity of the PVs and Vendor Invoices.
• Syllogist Upload of Payment Invoices Data and approved PV:

Job Rewards and Benefits