Finance Assistant

Finance ASSISTANT

Position Description

Location: Lodwar

Position Status: Full-time, Regular

Salary Level:

Current Team Member:

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Department

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 Corps’ internal policies and procedures. In its role as a support to the Program 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.

General Position Summary

The Finance Assistant will work under the direction of the Senior Finance and Grants Officer Lodwar and will be responsible for the processing and recording of payment transactions in timely and accurate manner to support the program team activities. The Finance Assistant is expected to work collaboratively with program and operations departments, be a custodian of all financial resources and report on any concerns regarding financial irregularities.

Essential Job Description

FINANCIAL MANAGEMENT

• Prepare cash payment vouchers and ensure that all cash transactions are fully and properly documented.
• Supports transaction entry with the assigned batch
• Responsible for gathering transaction documents required for donor reporting
• Responsible for compiling monthly intercompany vouchers and assist with preparations of documents for month end package
• Maintain the uncleared cash advance file and prepare past due advance report for the Senior Finance and Grants officer
• Assist with audit related requirements (timely documents retrieval, filing after audit completion, proving additional assistance as necessary)
• Assist with scanning, copying, printing and uploading of financial documents on relevant folders
• Assist Finance Officer with field cash reimbursements.
• Perform daily, weekly and monthly cash counts together with Finance and Grants Officer
• Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
• Submission of all original vatable invoices to Nairobi for VAT claim on timely basis for VAT claim
• Ensure quality control of financial documents for completeness and proper referencing before archiving
• Responsible for cash and bank vouchers filing, statutory audit reports and other financial documents filing and maintenance of filing system (Hard copy and electronic) according to MC Procedures; manage finance archives and ensure monthly update of the Finance archiving index
• Any other duty as may be assigned

GRANTS MANAGEMENT

• Assist with follow up on subaward compliance issues and audits and document resolutions.
• Ensure proper organization of subaward files
• Assist in sub award site audits and prepare site visit reports.
• Support Senior Finance and Grants Officer and Finance Officer with review of Subaward documents on monthly basis.

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.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility

None

Accountability

Reports Directly To: SeniorFinance and Grants Officer Lodwar Office.

Works Directly With: Field Director**,** Country Finance/Grants Teams, Program Teams, ImplementingPartners.

Knowledge and Experience

• Degree in accounting or a relevant business field.
• Minimum CPA II or other relevant accounting qualification.
• At least one year experience in accounting, bookkeeping or cashiering, including experience with double-entry accounting preferably in an international NGO.
• Familiarity with major international donor rules and non-profit accounting.
• Familiarity with computerized, double-entry accounting software.
• Strong computer skills in MS Office programs, particularly Excel
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail.
• Excellent oral and written English skills.

Success Factors

The Finance Officer will have proven abilities in analytical and reporting skills with sound judgement regarding budget, financial analysis and management of program issues. He will have the ability to communicate and interact effectively across diverse program teams and support programmatic objectives with timely and meaningful information.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.