FINANCE ASSISTANT: MEKELLE, ETHIOPIA

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 a long-term impact.

Program / Department Summary

Mercy Corps has been present in Ethiopia since 2004 working to drive bold and transformative ideas, working closely with government, the private sector and civil society actors to build a more resilient country, ensuring that programs are responsive to and influenced by participants and stakeholders. Our vision is to enhance the resilience of climate and conflict-affected communities through market systems development for improved livelihoods, access to food, and safe and clean water to thrive in the face of crises. Our strategy focuses on the four outcome areas: 1) Economically marginalized populations have improved and diversified livelihoods, income, and assets; 2) Pastoralists, farmers, and households have access to sustainably produced, safe, nutritious food; 3) Social cohesion and inclusive governance processes are built in crisis-affected communities; and 4) People have equitable, sustained access to clean water and sanitation for domestic and productive use. Currently, we operate in the regional states of Afar, Amhara, Gambella, Oromia, Somali, Sidama, Southern Ethiopia, Tigray, and Addis Ababa city administration working with a diverse base of donors that includes the United States Agency for International Development (USAID), European Union, GAC, Hilton Foundation, United Nations (UN), JOA, Sweden, EKN, and other foundations.

General Position Summary

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’s internal policies and procedures.  As a support to the Program Technical 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.

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 supporting two active projects HRA (Highland Resilience Activity) and (SIDA-ERCAP – Swedish International Development Cooperation Agency regarding Economic Recovery for Conflict Affected Population). She/he is expected to produce reliable, accurate, and timely financial reports/information for all stakeholders involved. The post holder should be forward-looking, self-driven operating under minimum supervision, and a critical thinker in the team.  Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, able to develop/train herself/himself easily, change-oriented, and able to quickly settle into the new system.

ESSENTIAL JOB FUNCTIONS:

1. Treasury Management (70%)
2. Compliance Monitoring (5% of Time)
3. Customer Focused (20% of Time)
4. Financial Accounting and Others (5% of Time)

Treasury Management (70%)

• At all times, ensure that adequate funds are available for operations. Ensure that 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 times, ensure that there is an adequate cheque leaf and other payment processing pads 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 secure enough.
• Ensure that the currency notes we are receiving from any legitimate source, which includes staff travel or operational advance returns are not fake. In 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 complaints are made about 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 to in terms of cash hours, weekly cash count, and monthly cash count procedures.
• Ensure that all the cash transactions are entered into the Navigator system daily and ensure the cash balance based on the system information matches 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 supporting documents are immediately delivered and if this is not delivered, hold the final release of the 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 the office and bank.
• Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment are 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 meet the internal control standards of Mercy Corps, and are duly signed by the authorized staff members in the office.
• Query any altered document presented for payment. Ensure that all altered documents 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 (20% 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 a log sheet that will reveal the processing time and the actual time the payment is made.
• On exceptional circumstances and the possible delay of the payment process, provide ahead feedback to the staff members (mainly the 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 with the expectation of payments.
• Generally, be courteous to all external parties or staff members who may require support on the payment service.

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.

SUPERVISORY RESPONSIBILITY:  None

REPORTS DIRECTLY TO:  Field Finance Officer

WORKS DIRECTLY with mainly the Field Finance officer, Field operation, and program team.

KNOWLEDGE AND EXPERIENCE:

• Three years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
• Experience working with WFP and USAID/DFID grants for at least two years.
• Diploma/First Degree in Accounting, Business Administration, Finance, or related discipline. Compensating Education + Experience can be considered.
• 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 skills.

Success Factors:

A successful candidate will have a demonstrated ability to lead and communicate effectively with team members and other stakeholders of varied work styles and cultures, follow procedures, and meet deadlines with flexibility and creativity in planning and problem-solving. This position requires an ability to think creatively about civic engagement to strengthen inclusive, peaceful, and responsive governance. They will have a proven ability to learn quickly, multi-task, prioritize, take initiative, be accountable for results, understand the larger picture while remaining focused on the details, problem-solve, work within a complex and sensitive setting, and follow laws and security protocols. The most successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments, and make effective written and verbal communication a priority in all situations.

Living Conditions / Environmental Conditions:

The position is based in Mekelle, Tigray and it requires up to 40% travel to support HRA implementation in targeted woredas located in southeastern Tigray and south Tigray zones which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited.

Ongoing Learning:

In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

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 a 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 based on 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. 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.