Base Finance Officer

Objective 1: Lead financial management of the base

• At the request of the Head of Base (HoB), work on the budget and proposals and provide the Finance Department with information relevant to the structural costs of the base
• Analyze the consistency of cash forecast with the BFU and keeping the Finance Department and Head of Projects informed
• In accordance with the structure of the financing plan, take part in the process of financial analysis
• Participate in the preparation of reports to funding bodies and in audits
• Anticipate and monitor financial risks (budget overspends, increased costs, lost invoices, lost deposits etc.) and inform the Head of Base and Admin Coordinator

Objective 2: Ensure appropriate bank management in the base

• In charge of all the bank-related transactions in the base
• Supervise and update bank books according to daily transactions
• Ensure sufficient support documents are in place for transactions that involve the online banking system
• Communicate with the Accounting Manager about any transaction such as remittance transfer, supplier payment to be coursed through Capital on behalf of the base, etc.
• Implement and comply with Action Against Hunger authorization expenses procedure, requiring authorization from the Head of Base or Country Director (CD) in all payment transactions and supporting documentation
• Perform monthly bank reconciliations
• Ensure that the funds are available in the base to accommodate project needs and settle obligations. Coordinate requests with Capital ahead of time for anticipated fund issues
• Keep track of any communicated documents with the bank and keep a copy of said documents in a separate folder
• Validate all check voucher transactions prior to issuing a check

Objective 3: Ensure appropriate cash management in the base

• Manage the cash books and cash boxes daily, following up and keeping the books of the given advances, respecting at any time the following rule: Balance of the book = cash counting + unjustified advances
• Release cash advance for a specific approved purchase, on presentation of an appropriate purchase order form, mentioning the budget line and validated by the HoB (or HoP) and the Logistics department
• Implement and respect Action Against Hunger's E-authorization expenses procedure, requiring authorization from the HoB or CD in all payment transactions and supporting documentation

Objective 4: Accountancy and budget management

• Adhere to and enforce the financial internal and donors budget guidelines, particularly regarding the cash management procedures
• Follow up monthly expenditures of the base in coordination with the Logistics Department, according to the monthly budget given at the beginning of the month (= validated forecast of expenditures)
• Check all invoices/receipts sent by the suppliers before any payment and ensure the quality of all vouchers according to the donor, internal and national regulations
• Give the appropriate codification on all the invoices (budget lines, accounting codes)
• Ensure that all necessary supporting documents are attached to payment requests. Verify that all requests are duly approved by the budget holder and other respective approvers and prepare a summary report covering bulk transactions
• Ensure that local taxation law requirements are fully complied with in collaboration with Capital
• Make sure the formalities required by the local authorities are followed in all official documents at the base
• Seek approval to purchase or acquire assets more expensive than the amount authorized for the base
• Maintain up-to-date and accurate accounting system ensuring the daily data entry in AGRESSO
• Reconcile assigned accounts monthly
• Ensure timely submission of financial report (monthly and annual closures) through the submission of the updated books and bank reconciliations to the Mission's Accountant
• Responsible for collating forecast of expenditures of the mission for 3 months – deadline on or before the 12th (1st fortnight) and the 26th (2nd fortnight)

Objective 5: Safety and Security

• Respect the Security rules of Action Against Hunger and coordinate with the designated Security Focal and Head of Base
• Report any security or other incidents in the field that may interrupt project activities directly to designated Security Focal and Head of Base

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.