Partnership Finance Assistant at ACTED

FUNCTIONS

Support and Guide IP’s/ CSO in implementing all FLAT Compliance Guidelines

• Provide timely quality control on the sub-grantee’s documentation, creating needed checklist and maintaining appropriate level of follow up to ensure improvement;
• Prepare and ensure adoption of ACTED templates as needed for IPs/ CSOs in consultation with the SPO;
• Follow up on the compliance processes to ensure regular and proper documentation of partner expenses;
• Follow up on monthly basis in the tracking tool the status for each IP/CSO.

Reporting and Compliance

• Keep an updated and accurate database of all IPs/CSOs with complete documentation and reporting deadlines (PALs, SGAs, amendments, bank details, fund requests, financial reports etc.);
• Review of partner’s financial reports and follow up to ensure timely reporting.
• Prepare IP cashbooks and upload in the accounting system once reports are approved.
• Work with the SPO on updating reporting on implementing partners (RIP) sent to HQ by PD team by 15 of every month.
• Keep a copy of all sub grantee files and records and ensure proper filing and archiving of supporting documentation for each financial report;
• In collaboration with finance, support review and submission of documents to Lead Partners when needed.
• Assist due diligence of current and future IPs and share with CTCM;
• Assist the drafting of partnership agreements, including SGAs, Teaming Agreements (Tas) and Memorandum of Understanding (MoU) and share with PDM;

Internal Coordination

• Update on a regular basis the IP/CSO database with complete & accurate information and documentation in coordination with PD team;
• Ensure accuracy of reported data, by following internal and donor guidelines;
• Keep an accurate filing system in the server and physically;
• Risk Mitigation Plan Follow up with IPs on quarterly basis as well as identify the capacity gaps;
• Participate in IPs capacity building exercises;
• Assist in preparation of presentations for Awards KOM and COM.

Protection mainstreaming- Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labours etc)

QUALIFICATIONS AND SKILLS

• A first degree in Commerce Accounting, Business Administration, Finance, or related field.
• Part II recognized professional qualification in Accounting (CPA, ACCA) is an added advantage.
• Minimum 2-3 years similar work experience within a fast-paced work environment. Experience in working closely with local partners/ CSOs is highly desirable.
• Knowledge and experience with grant management, grant financial reporting, preparation and revision of documentations, specifically sub-grants.
• Knowledge and experience with project/ donor compliance, specifically documentation.
• Fluent in English, with excellent written and verbal skills and the ability to work in an international context;
• Strong analytical and coordination skills
• Excellent interpersonal skills and external relations;
• Excellent organizational skills and attention to detail;
• Independent, adaptable, flexible and hardworking;
• Strong humanitarian motivation and understanding of international assistance.
• Prior experience using basic computer software required, notably in word and excel;
• Previous experience working with a variety of stakeholders in humanitarian or development aid