Democratic Republic of Congo: Finance Officer

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 Democratic Republic of the Congo

The Democratic Republic has the Congo is still affected by the consequences of decades of civil war. In precarios situation, IDPs suffer from chronical food insecurity and/or diseases linked ot lack of access to water, hygiene and sanitation. Since 2003, ACTED acts mainly to respond to emergencies, reinforce the population’s resilience, co-creating an effective governance and promoting an inclusive and sustainble growth. Intervening mostly in the areas of South Kivu, Tanganyika and North with projects financed by BHA (Bureau for Humanitarian Assistance), FH (Fond Humanitaire), ECHO (European Civil Protection and Humanitarian Aid Operations) and FCDO (Foreign*, Commonwealth & Development Office),* ACTED brings a flexible and adapted emergency response to the complex and acute humanitarian crisis by assisting the most vulnerable populations. With projects ongoing in these several areas, ACTED seeks to response to their basic needs in terms of accommodation (shelter), food security, NFIs or access to water while ensuring the promotion of a protective environment.

You will be in charge of

1.Budget preparation and contractual review

• Upon request of the CFM prepare budgets by gathering 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;
• Ensure the financial feasibility of projects, respecting ACTED and donors rules and deadlines;
• Whenever a new contract from a donor is received prepare a contract sheet clarifying all the financial rules applicable for the CFM validation (eligibility, flexibility, etc.), link it to the MIAOUH plan;
• Before ACTED signs an agreement with an Implementing Partner: support the IP Due Diligence Assessment Framework consolidation process & Support the CFM in preparing the MoU (in line with the MIAOUH plan);

2.Implementation and Follow-Up of Financial tools

2.1 .Monthly TITANIC consolidation and review

Accounting Flows (by the 15th of each month and upon request) : support the PRATIC consolidation process and review:

• Check that the cash and bank balances in SAGA match the cashbook and the physical cash in the safe/bank statement. In case of discrepancy, identify the reasons of the gap and correct it;
• Check that the flows are well cross-referenced and lettered;
• Check the level of open advances and loans and evaluate the financial risk for ACTED, if any;
• Crosscheck the Inforeuro Exchange rates table with Saga;
• Analyse the exchange rate gains or loss, conduct bank surveys upon CFM request to optimize the changes operations;
• Make sure that the financial information in the exit forms whenever a staff is leaving the organization is matching the accounting data (SAGA) and that the advances are closed at least 5 days before the staff is leaving the organization;

Cost Analysis (between the 10th and 15th of each month and upon request):

• Update the Running Costs follow-up tool and conduct market surveys upon request of the CFM;
• Update the Allocation Tables ( monthly and upon new contract signature as well);
• Update the ACT follow-up tool and suggest potential reallocations to the CFM;
• Upon request, present a cost analysis of the mission to CFM and CD to support the decision making process;

Allocations (between the 10th and 15th of each month and upon request):

• Follow up of ACTED’s resources allocation per project at country level:
• Upon request, present a memo on the mission’s resources allocations to the CFM:

Budget Control and Funding Structure (between the 10th and 15th of each month and upon request):

• Update the monthly BFU, CFU, DFU and share them with the CFM for validation;
• Provide an analysis of ACTED resources to be funded on new proposal;
• Identify funding gaps and risks;

Staff salary payement preparation (between the 25th and 30th of each month):

• Ensure the consistency between financial data between the Staff Follow-Up table, the staff allocation tables and SAGA.
• Inform the CFM of any discrepancies

2.2.Financial Reporting preparation and support

• By the 5th of each month, control that the financial information from the bases is accurate, complete and submitted on time for monthly and yearly closures;
• Ensure the preparation of Financial Reports to donors, crosscheck allocation tables with the financial reports and update the allocation tables accordingly, if needed;
• Plan, consolidate, draft & crosscheck with Project Develoment Departement (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);
• Ensure the review and control of partners’ financial reports and documentation;
• For each partner’s report received, check the physical documentation and its consistency with the partner’s ledger, check the expenses allocations;
• Check that the partner’s expenses are correctly recorded in SAGA;

3.Participation to the Midyear and Annual Accounting Closures process

• Under the supervision of the CFM, support the preparation of the V1 Closure (PRATIC: Cleaning and lettering of advances, transfers, changes, checking of local instalments) to ensure that flows are closed in a timely manner;
• Under the supervision of the CFM, support the preparation of the V2 Closure (ATROCE: Final reports, SAGA allocations checking, reallocations, instalments from donors and cash tracking, ACT review) to ensure a smooth freezing of the accounts;

4.Training and Capacity Building

• Ensure training of capital and base finance staff on ACTED FLAT (Finance Logistics Administration Transparency) Procedures and tools;
• Support the finance and administration teams in the mastering of financial documents, accounting software SAGA;
• Contribute to the global efficiency enhancement of the teams;
• Perform trainings on financial management to local partners;

Expected skills and qualifications

• Msc in Finance, Audit, Business Management, Economics or equivalent;
• 1+ year of solid experience in financial & budget management;
• Excellent financial and analytical skills;
• Excellent communication and drafting skills for effective reporting on programme financial performance;
• Ability to monitor and evaluate financial and monitoring skills of teams through capacity-building efforts;
• Ability to undertake serious responsibilities and to manage stress efficiently;
• Ability to operate in a cross-cultural environment requiring flexibility.

Conditions

• 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

Join us

>>>Email Ref: CFO/RDC