Accounts Officer

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in eight countries: Kenya, South Sudan, Ethiopia, Zambia, Tanzania, Uganda, Haiti and Somalia. Action Against Hunger-USA has over $100 million in programs, and approximately 1,700 staff based in in the various country offices and the headquarters in New York City and Operational Centre in Nairobi. Additional growth is anticipated.

I. Summary of position

Under the supervision of the Finance and Administration Manager, the Accounts Officer is responsible for: leading on accountancy, reporting and managing cash, mobile money and banking transactions. S/He will review transaction vouchers and manage the financial documentation aspects of the office and conduct capacity building trainings and compliance management.

The following are key aspects of this role:

• Purpose:

The purpose of the role is to ensure high quality preparation of monthly accountancy, provide proactive financial analysis on receivables and payables including account reconciliations to enable the finance head of department make sound management decisions. Also, to champion sound cash and bank management, treasury forecasting and capacity building.

• Engagement:

The accounts officer closely collaborates with financial partners (bank, tax office, other financial service providers, etc.) and provides support to bases/ field offices upon request by the coordination office and with all staff related to cash and advance management.

• Delivery:

Preparation of high quality and timely monthly accountancy, provide timely reporting and settlement of monthly bills and pay taxes. (Accounts Officer)

Responsibilities

1. Mission Accountancy

• Enter daily transactions in Sylogist for approval

• Check the accuracy of the requests and configure in Sylogist and send the updated parameter to the field

• Check the transactions are charged on the appropriate budget and budget line

• Re-charge International HQ costs to the cost center

• Integrate transactions done at HQ in SYLOGIST on monthly basis

• Post transactions of costs to be charged monthly on different grants every month based on the allocation in the Financial Plan. E.g. premise rents, others if any

• Perform monthly checking and matching process in SYLOGIST • Update outstanding follow ups on monthly basis

• Perform review of accountancy as per the standard checklist every month

• Generate high-quality and timely accountancy of the mission

• Ensure implementation of new procedures and policies concerning accountancy in the mission

• Maintain all finance documents in the appropriate folders and ensure that the classification and filling is made as per the ACF guidelines.

• After the monthly accountancy closure check the accounting codes, the project codes and the budget codes and make corrections accordingly

• Develop an archiving strategy for guidance on document placement

2. Cash, Mobile Money and Bank Management

• Perform cash counts according to the requirements established by the country office

• Help ensure quality cash management for the mission

• Record expenses and cash flows in the bank and safe deposit box journals.

• Ensure the presence and quality of supporting accounting records in the bank and safe journals.

• Prepare bank reconciliation statements and monthly vault closing

• Verify bank account activity,

• Justify all advances present at the end of the month.

• Edit the accounting documents necessary for the preparation of the accounting package.

• Codify and file supporting accounting documents related to the bank and safe deposit box journals.

3. Prevent Fraud and Corruption and Compliance Management

• Prevent and manage situations of fraud and corruption (identify the risks of fraud and corruption and implement actions of prevention and control).

• Identify the risks of fraud and corruption in his/her area of competence and implement prevention and control actions.

• Alert the Finance and Admin Manager to cases of fraud and corruption and take corrective action as per policy.

• Implement and follow up on the recommendations resulting from the daily controls and audit.

• Carry out monthly spot checks and visits in the field to monitor activities.

4. Manage filing, document retrieval and retention

• Ensure that all project files and other finance files are clearly labelled.

• Ensure all finance documents are scanned, and soft copies properly stored and maintained.

• Retrieve any documents when required.

• Maintain an IN/OUT document register.

• Responsible for making follow-ups on documents taken out of the files.

Supervisory Responsibilities

• Oversee the activities of the ACF Partners in the field

• Perform routine visits to Partner organizations and build capacity as and when required

• Receive monthly accountancy from partners with supporting documents for review and upload for E-Achieving Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance. • Respect beneficiary women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.

• Value and respect all cultures.

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

Must be able to travel as required for standard domestic and international business purposes.

While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Required Qualifications and Professional Experience

• A bachelor’s degree in accounting/finance/commerce from a recognized University

• Qualified Accountant with ACCA/CPA will be an added advantage

Required Skills & Competencies

• At least 3 years’ experience in a similar position

• Experience in developing and maintaining filing systems and processes

• Experience in supporting office administration roles.

• Fluency in English

• Humanitarian/development industry experience

• Able to work effectively in a multi-sectoral organization requiring strong communication, planning & organization skills.

• Strong interpersonal skills.

• Knowledge of financial/accounting procedures.

• Computer proficiency, including spreadsheets, internet and email, accounting package.

• Knowledge of the techniques used to maintain the balance and classification of accounts in an accounting system.

• Decision making skills, problem solving skills, ability to work within deadlines.

• Professionalism, teamwork, proactivity, motivation

• Ability to pay attention to detail • Self-starter with a strong desire to promote and implement continuous improvement efforts.

Interested? Then apply for this position by clicking on the apply button. All applicants must upload a cover letter and an updated resume and both must be in the same language as this vacancy note. Closing date for applications: January 22, 2025.

We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non discrimination in employment.