Finance Assistant (Archiving)

Job Description

Position: Finance Assistant (Archiving)

Department: Finance

Direct Hierarchy: Finance Officer

Contract Duration: 6 Months

Location: Mogadishu – Somalia

Starting date: September 2024

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the Finance assistant (Archiving biased) position to be based in Mogadishu, Somalia.

Job Profile

Under the guidance of the Finance Officer/Deputy Finance Manager, the Finance Assistant will be tasked with ensuring that all ACTED finance documents are complete and compliant. This involves sorting, verifying completeness, and archiving field-level documents in accordance with ACTED procedures at the Capital Office. Furthermore, the role includes scanning, checking, and uploading ACTED finance documentation into Archive 2.0 in an organized manner.

Functions

Main responsibilities

ü The Finance Assistant shall be responsible for:

ü To control, scan, archive and upload into Archive 2.0 all the finance documentation at Mogadishu level, including field finance documentation.

ü To Make sure that files are archived as per Acted procedure: 1 folder per Balzac, per month and separate folder for monthly closing documentation and timesheets.

Specific responsibilities:

· Archiving and Internal Control:

– Responsible for the scanning of all Acted finance documentation.

– Responsible for sorting into folders as per Acted finance internal procedures all Acted financial documentation.

– Responsible for proceeding with a final Xcheck to ensure that no documentation is missing into the files and that they are fully signed and compliant.

– Responsible for the organization of the archive room, folders need to be sorted per areas, in chronological order.

– Responsible for uploading finance documentation into Archive 2.0.

– Responsible for monthly preparation of the Red Cell Game.

– Responsible for the management of necessary stationaries to proceed with archiving (OF for Binders, clippers etc.)

– Responsible for assisting the T&C officer upon need when it comes to Archive room organization and mission wide archiving strategy.

· Responsible for checking that monthly closing documents, TS and vouchers are complete for capital office and for office areas upon reception of the files, on a quarterly basis.

· 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 etc) and data protection

Skills and Qualifications
· Bachelor’s degree in accounting, Finance, Business Administration (Accounting option), or a related field.

· A minimum of 1-year 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.

How to apply
Qualified Somali Nationals with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to somalia.jobs@acted.org and received on or before 5.00PM on 9th September 2024 with the subject line “FINANCE ASSISTANT- ARCHIVING – MOGADISHU”

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage. (Please note that the applications will be reviewed on a rolling basis and may be closed before the last day).

Please note that only shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behavior and the responsibility of all staff, beneficiaries, consultants, and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer, however females, PLWD and individuals from marginalized community, are strongly encouraged to apply.