GLOBAL OBJECTIVE OF THE POSITION:

Under the line management of the Field Coordinator based in Baghdad, the Base Finance & Accountant Officer is responsible for all the financial aspects of the offices and sub offices falling under Baghdad management. The base Finance & Accountant Officer must keep all data and information strictly confidential, and share it only with the relevant persons needed.

RESPONSIBILITIES AND TASKS DESCRIPTION

1. Financial tools

• Ensure strict respect of HI internal financial procedures and donor’s requirements falling under his/her responsibilities
• Follow up on financial recommendations coming from coordination
• Provide the Field Coordinator with ad hoc financial analysis as requested, to support decision making or planning
• Support/ update the permanent file of Baghdad base

            TAFFs

• Ensure that the Baghdad TAFFs (national employees TAFF, premises TAFF and cars TAFF) are updated before the 20th of each month. A strong coordination is expected with all departments for this process: confirmation of recruitment or planned recruitments for HR, needs of car, monthly costs for premises etc.
• Respect the rules linked to the management of TAFFs in the online server
• Share, spread and analyze TAFFs on a regular basis.
• Respect the donor rules and flexibility when updating the TAFFs
• Flag and report to coordination any technical issues related to the TAFFs
• Flag and report to coordination and Field Coordinator and departments any coverage issues related to the TAFFs
• Liaise with the base accountant officer on regular basis to avoid discrepancy between TAFFs and accountancy.
• Update TAFF after any reallocations and check on regular basis with the base accountancy officer that TAFFs and accountancy are matching

OFUs

• Act as the OFU Focal Point for the base, including fixing of technical issues and support to budget holders, with support of coordination if necessary.
• Send all the OFUs of the base with updated forecast and checked accountancy to coordination by the 25th of the month
• Receive from coordination and share with budget holders all the OFUs around the 3rd of the month
• Send to coordination all the OFUs for update of the GL by the 14th of the month
• Receive from coordination and share with budget holders all the OFUs around the 17rd of the month
• Sit with each budget holder between the 17th and 25th of the month to check the GL of the previous, to challenge the forecast, to answer questions if needed and to check if nothing is planned too late: late equipment purchase, late activities…
• Ensure that planned expenses are matching contract’s dates
• To signal to coordination any technical issues related to the OFUs that cannot be solved at base level
• After having talked to the budget holder, signal to coordination and Field Coordinator any underspent or overspent issues related to the OFUs and suggest solutions.
• Train and support all budget holders with the management and updated of their OFUs

1. Budgeting and reporting

• In charge of filling the PD tool at base level in liaison with all departments in line with the established strategy and the guidelines from coordination and from the donor. The PD tool is used for new proposals, revision, NCE…
• Support upon request financial reporting

1. Others

• Ensure support or provision of training to local partners according to his/her domain of expertise
• Represent HI in official or informal meeting linked to her/his position upon request of the Field Coordinator
• Provide induction of new staffs for financial aspects
• Support the base accountant officer for the cash request

RAMADI MANAGEMETN _ TECHNICAL SUPPORT AND CAPACITY BUILDING

1. Cash and bank Management

• Supervise the correct management of the cash box by the cashier in a secure and compliant way. If there is no cashier or the cashier is on leave, the base accountant officer is in charge of the management of the cashbox.
• Ensure the implementation of the cash management policy at base level
• Ensure that the payment processes are respected through the cashier and a communication to all departments.
• Authorize cash advances to all departments according to the cash management policy and pending provision of validated adequate documents. (Procurement procedure, procedure for committing expenditure, travel policy, validation from budget holder...)
• Ensure and plan cash availability in IQD and USD at base level (physically and in bank), in line with the cash management policy and forecasted needs
• Organize cash withdraws from the bank and exchange of money if needed according to the cash management policy.
• Request from the Field Coordinator cash from the safe.
• Keep all the money information strictly confidential.
• Prepare in link with budget holders and send to coordination every 24th of the month the monthly cash request,
• Follow up with the local branch of the bank regarding any issues such as opening staff bank account, official letters etc.

1. Accountancy

• Ensure invoices meet internal standards of invoicing (date, Supplier name, address, contact details, quantity, specification, per unit and total price of items, signature and stamp of supplier, should be legible if hand written, translation into English) before payment
• Ensure that all procedures have been respected before any payment (threshold of payments, validation, stamps etc.)
• Register all the expenditures in FS-Sheet, one working day after their payment, with all relevant  and required information
• Ensure all descriptions are as prescribed by required standards in the procedure and are harmonized
• Reconcile books (FS-Sheet with Safe book/Cash book for each account) on daily basis and weekly basis as per cash management policy
• Inform line management immediately if there is any difference between books.
• Prepare bank and cash reconciliations for monthly closure of accountancy. The reconciliations must be signed by the base accountant officer and the Area Manager
• Send to coordination the accountancy pack of the month by the 3rd of the month M+1 including FS sheet, bank statement, bank reconciliations, cash counts and all documents deemed necessary.

1. Archiving, reporting, audit

• Save accountancy data on a weekly basis on an external hard disk
• Prepare vouchers (print vouchers from Erbil Excel File, stick invoices on the appropriate voucher).
• Ensure that all the required supporting documents are attached with the invoice and notify relevant person in case of any missing document.
• Ensure that all the required supporting documents are translated according to required information.
• Prepare and follow up with log department the shipping of all supporting documents on a monthly basis to the coordination.
• Support the coordination upon request in case of audit related to his/her base’s accountancy: additional documents, a posteriori explanations…

1. Management and others

• Manage properly the cashier under her/his responsibility (HR management, appraisal, discipline etc…)
• Ensure support or provision of training to local partners according to his/her domain of expertise
• Represent HI in official or informal meetings linked to her/his position upon request of the Area manager
• Provide induction of new staffs for accountancy and cash aspects

Note that this Term of Reference must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Required profile

Education: University level degree in accounting, business, economics, or finance,

Languages: Arabic, Good level of spoken and written English mandatory (oral and written)

Experience: 2 years Past experience with INGOs is a plus.

Skills

• Excellent computing skills in general (Word, Excel, PowerPoint) and Windows mandatory
• Reliable to handle confidential and sensitive information
• Excellent reactivity and flexibility in all circumstances
• High capacity to organize his/her work, and manage priorities
• Strong interpersonal and intercultural skills
• Act as a team player
• A demonstrated commitment to high professional ethical standard

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

TIME SCHEDULE:

The working hours are the following:

Sunday till Thursday, from 8.00 AM to 4:30 PM with 1/2 hour lunch break.  The work duration is fixed but the working hours can vary according to the planning of activities.

It can be exceptionally requested to work on Friday or Saturday. In that case a day off is planned before the end of the month.

Note that working time can go up to 48 hours per week if it is required by the volume of activities and by the line manager. In that case the overtime will be considered as recovery time to be planned by the line manager before the end of the month.

HIERARCHICAL RELATIONSHIP:

Base: Baghdad with flexibility to visit other bases upon need

Line Manager: Field Coordinator

Head of Department: Finance coordinator

The Employee undertakes to adhere to HI policies which include:

v  Terms and conditions of engagement (T&C)

v  Internal regulation (IR)

v  Child protection policy (CPP)

v  Protection of beneficiaries from sexual exploitation and abuse (PSEA)

v  Antifraud and bribery 

v  Code of Conduct (CoC)

How to apply: