Position Title: Finance Assistant
Employer: Mercy Corps
Employment: Full-Time | Contract
Place of Work: Semera - Ethiopia
Posted date: 1 month ago
Deadline: Submission date is over
About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.
Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.
Program / Department Summary
The Ethiopia Seed Partnership Plus (ESP+) is a bilateral program between Ethiopia and the Netherlands in international trade and development cooperation. The goal of the proposed extended program ESP+ is to ensure the delivery of quality seed of new, improved, and adapted varieties to one million farming household across the country for food security, nutrition, and resilience to shocks and stresses. ESP+ is implementing in Tigray, Oromia, Afar, Benishangul-Gumuz, and Somali regions, which are more prone to shocks and stresses. The program will have four components that are Private sector development, Innovation &empowerment, Seed Insecurity Response, and Enabling seed sector transformation. Mercy Corps Ethiopia will be leading the third component of the program that mainly deals with Responding to seed insecurity. The ESP+ program will be implemented over four years period from 2024-2027.
General Position Summary
Working in the finance unit, under the direction of the Field Finance officer, the Finance Assistant will be responsible for the day-to-day routine tasks of the finance Assistant (Cashier) role where the details are specified under the Essentials of Job Functions below. She/he is expected to produce reliable, accurate and timely financial report/information for all stakeholders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in the team. Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.
Essential Job Responsibilities
Treasury Management (65% of Time)
- At all times, ensure that adequate funds are available for operations. Ensure that the Mercy Corp’s petty cash replenishment system is followed up consistently and ask for replenishment based on the minimum reorder level set for the office.
- At all time, ensure that there is adequate cheque leaf and other payment processing pads are available in the office and put a reorder level system before the cheque leaf or other payment processing documents run out completely.
- Organize with the Support Service team in the office and ensure that the room where the safe box is located is adequately protected and secured enough.
- Ensure that the currency notes we are receiving from any legitimate source which includes staff travel or operational advance return are not fake currency notes. On the event this happens, alert the Field Finance officer immediately.
- Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the Finance Assistant (cashier office) office.
- Ensure that on all payments made we are withholding the relevant government withholding tax for the payments where this is applicable by law
- Ensure that all Mercy Corps policies and procedures are adhered in terms of cash hours, weekly cash count and monthly cash count procedures
- Ensure that all the cash transactions are entered to the Navigator system on a daily basis and ensure the cash balance based on the system information is matching with the physical cash count in the safe box
- Print the GL register from Navigator and ensure it is filed with the original vouchers
- Liaise with the logistics team (Support Service officer) that any missing or insufficient support documents are immediately delivered and if this is not delivered, hold the final release of cheque and discuss with the Field Finance officer for further action.
- Perform the routine cash payment based on the complete and authorized documents
- Perform the routine cheque payment based on the complete and authorized documents
- Ensure the safety and security of cash handling as well as cheque handling between the move from/to office and bank.
- Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden
Compliance Monitoring (5% of Time)
- In addition to the financial review done by the Field finance officer, perform sensibility checking that all the supporting documents attached to the voucher are meeting the internal control standards of Mercy Corps, and they are duly signed by the authorized staff members in the office.
- Query any altered document presented for payment. Ensure that all altered document for whatsoever reason and submitted for payment have the signature of the authorized personnel in the office against the place where the alteration has been made.
Customer Focused (15% of Time)
- Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
- Ensure that clients or staff members who are expecting to collect the cheque or cash payment are not lining up unnecessarily and they receive adequate and timely service. Inform the clients or external parties who expect the cheque payment that the payment is ready for collection.
- Depending on the need, maintain log sheet which will reveal the processing time and the actual time the payment is done
- On exceptional circumstances and on the possible delay of payment process, provide feedback to the staff members (mainly Support team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
- Provide professional and polite responses to all external parties as well as staff members for any queries that they may raise in connection to the expectation of payments
- Generally, be courteous for all external parties or staff members who may require the support on the payment service
The finance assistant will help the operation team (10%)
- On collecting invoices/receipts, and supplier payment request from the service providers
- Facilitate collection of countersigned and stamped documents PO/Contract/RFQ and so on
- Field support required including admin, warehouse, procurement and logistics related supports
Financial Accounting and Others (5% of Time)
- As required, provide cover for the Field Finance Officer in his/her absence
- Perform double and final check of document authorization that it has been authorized based on the limit set in the Authority Matrix
Perform any other similar tasks that may be reasonably assigned by the supervisor in any one of the four components above.
Accountability to Beneficiaries
- Support and contribute for the accountability efforts to program participants and international relief standards.
- Contribute to the Implementation of community accountability reporting mechanisms (CARM) effectively.
- Conduct yourself professionally, respecting local laws, customs, and Mercy Corps' policies.
Diversity, Equity & Inclusion
- Promote a gender-equal and inclusive workplace culture in daily interactions.
- Commit to continuous learning, listening, and evolving to enhance diversity, equity, and inclusion.
Security
- Ensure compliance with security procedures and policies.
- Proactively ensure a secure operating environment for team members.
Safeguarding & Ethics
- Treat all individuals with respect and dignity.
- Adhere to principles for preventing sexual exploitation and abuse.
- Complete mandatory Code of Conduct training upon hire and annually.
KNOWLEDGE AND EXPERIENCE:
- Degree in Accounting, Business Administration, Finance or related discipline. Compensating Education + Experience can be considered.
- Three years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
- Demonstrated competency with computerized general ledger software
- Advanced computer skills in MS Office programs, particularly in Excel
- Prior management experience and strong organizational skills
- Excellent oral and written English and Afar languages
SUCCESS FACTORS
- Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skill, team oriented
- Good computer skills (especially Microsoft Excel, Work, and Outlook)
- Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
- High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
- Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
- Excellent communication skills, written and oral are required.
- Demonstrated cultural sensitivity and appropriate flexibility.
- Emotional maturity and physical stamina.
- Demonstrated experience in managing Matrix Reporting
- Willing to travel to Mercy Corps field offices and project sites , when required
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination. We seek diverse backgrounds, perspectives, and skills to build a strong, impactful organization. We are committed to providing a respectful and psychologically safe environment with equal employment opportunities for all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability, marital status, military veteran status, or any other protected group.
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