About Acted

“We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualized and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilization, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” - reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures, and capacities. This local thinking contributes to a global response - running through all Acted programming and operations - as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”.

Greening strategy:

Acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each Acted employee will adhere to these principles through key green programming responsibilities:

•          Contribute towards the adherence and development of the greening strategy plan.

•                 Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles

•                 Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

PSEAH Policy:

The Finance Officer has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Finance Officer has the obligation to complete all mandatory training courses related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organizational policies or codes of conduct according to Acted’s procedures. The Finance Manager CCAU carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers. 

Location: Iraq capital office - Erbil

Job Purpose

The Finance Officer works under the direct supervision of the Country coordination in Erbil. The Finance Officer is responsible for oversight of procurement documentation and procurement compliance with ACTED procedures and manuals also handles the payment process. The Finance Officer also oversees cost controls of ACTED-Iraq Contracts, FWAs, and running costs. Upon CFM request, they will work with the REG finance team to assume some responsibility over budgets follow ups, donor Reporting and budget proposal drafting. The Erbil-based Finance Officer is also the finance focal point for all IMPACT/REACH finance related matters in Iraq. The Finance Officer will raise alerts to the CFM when identifying any potential financial risk.

Chain of Command

Under the authority of:

-         Acting coordination in Erbil

Working Relations

Internal:

-        All Departments

-        Other acted offices/missions

-         HQ

External:

-   MTAs & Banks

-   External audit and Tax Consultant

-   Suppliers, Donors, and Partners

-   Local tax administration if required

Main objectives

   i.               Treasury Management; Banks, MTAs/FSPs, and Cash Flow

   ii.               Accounting Management and Closure

   iii.               Budget follow up

   iv.               Procurement and Payments Control

    v.               Archiving

    vi.               Semi Annual and Annual Closure

   vii.               Partners’ instalments

    viii.               Audit

Duties & Responsibilities

1.        Treasury Management:

a.              Banks:

1.a.1. Following up on the bank network of the mission in Iraq, maintain proper relation and communication regarding the accounts and operation, ensure adherence to the bank selection process, and keep a clear mapping of all actors

1.a.2. Maintain all the proper documentation and licenses especially operating in sanctioned countries

1.a.3. Follow up and address all banks inquiries

1.a.4. keep updated records regarding the signatories and authorization matrix

1.a.5 Crosschecking all Cash Requests to be submitted to HQ with the acting coordination and/or the CFM to ensure coherent requests and the sustainability of the missions’ cash flow

b.                       MTAs/FSPs:

1.b.1. Manage the Money Transfer Agents or Financial Service Providers through tenders when required, ensure adherence to MTAs/FSPs selection, vetting/screening and contracting process

1.b.2. Maintain proper communication with MTAs/FSPs

1.b.3. Address any MTA/FSP related challenges

2.        Accounting Management :

·        Ensure the adherence of the monthly accounting closure deadline by all books holders, entries are booked accurately in the accounting software, respecting the standards in terms of dates, description, accounting codes, allocation of expenses, etc…

·        Validate the report of the non-allocated ACT expenses and assess possible reallocation

·        Ensure that XNLES and NLES expenses charged by other missions/countries and by HQ are followed up on, booked, and allocated monthly

·        Review the monthly ledgers to report on the Running costs and HR

·        Review the monthly Balance Sheet, ensure bank reconciliations or Cash Count are maintained and matching, advances are reconciled, Accounts payable and receivables, Analyze the exchange gains/losses results, volume of returnable deposits

·        Ensure the PRATIC tool is updated on a monthly basis and integrated into the TITANIC package shared by the CFM

3.        Budget follow up and technical support:

3.1    Upon CFM request and depending on the repartition of tasks with Amman CFO/CFV:

·        Creation of FS and BFU, with monthly BFU updates

·        Update all Ats or Timesheets on a monthly basis

·        Assist with donor reporting

·        Support with preparation of budget proposal

·        Check the allocations of the actual expenditures while updating the monthly BFU

·        Follow up and cross-check ACTED's resources allocation on projects based on the Ats or Timesheets

·        As the finance focal point for IMPACT in Iraq, assist IMPACT on all the above budget related tasks

3.2    Finance gap filling missions can be conducted upon CFM or coordination request

3.3    Movements to field bases can be conducted upon CFM or coordination request

3.4    Ensure that any additional finance related task requested by the Country Finance Manager is addressed based on the agreed upon deadline

4          Procurement and Payments Control :

4.1.1            Procurement:

3.a.1. Ensure procurement contracts and purchase orders are aligning with ACTED procedures, respecting donors’ guidelines, and within the budget by using the updated BFUs from the BU prior any approval

3.a.2. Ensure the follow up on all commitments to suppliers by integrating new contracts and amendments into a CFU and by updating this tool regularly

4.1.2            Payments in Iraq:

3.b.1. Ensure payments of Suppliers, Staff Salaries, Daily Workers, Drivers, Premises, Cash Grants to Beneficiaries, Income Tax, and Health Insurance are processed in a timely manner, ensure proper documentation and all approvals maintained prior approving any payment

3.b.2. Ensure respect to Iraq regulation

3.b.3. monthly follow up on advances, utilities

3.b.4. Ensure the follow up on all commitments to staffs and recurring payments by integrating new debts into a DFU and by updating this tool regularly

3.b.5. Voucher & Cashbook: filling of voucher(s) & registration of voucher in cashbook.

3.b.6. At the end of each month: the balance in the cashbook and in the safe should be checked and the cash checking statement should be established and fully signed.

3.b.7. Vouchers: quality of vouchers should be checked at the end of each month

5          Archiving:

5.1    Ensure Physical archiving is accomplished monthly in respect to Acted’s archiving policy, ensure available storage with good conditions and proper capacity, and clear mapping is in place through the red cell game

5.2    Follow up on the monthly digital archiving through the scanning report Red Cell Game

5.3    Follow up on the hard documents shipped from the bases to Erbil

5.4    Ensure that all physical archives are scanned and uploaded on a monthly basis to Archives 2.0

6          Semi Annual and Annual Closure

6.1    Review the monthly Balance Sheet (PRATIC), ensure bank reconciliations and Cash Count are archived and matching for all banks accounts and cash books, advances are reconciled, Accounts payable and receivables, Analyze the exchange gains/losses results, volume of returnable deposits, Partners, Pre-Paid expenses are amortized monthly

6.2    Ensure documents are archived; Bank Reconciliation, Cash Count, Banks Confirmation on Balances and Signatories, Debts Recognitions, Tax and Social Security Clearance, etc…

7          Partners’ instalments

7.1    Follow up on all IPs instalments if applicable

8          Audit:

8.1    Receive the request for samples from compliance, keeps updated focal points per Balzac

8.2    Ensure adherence to deadline

8.3    Validate the trial balance for external audit and validate the drafted financial statements

8.4    Address the auditors recommendation when requested by CFM

Key Performance Indicators

·        The unit’s overall performance in accomplishing the tasks in timely manner

·        Overall management style and work environment

·        Satisfaction of other departments on CCAU performance (number of complaints, feedback from other departments)

·        % of PRATIC submitted on time and accurate

·        % of ACT FU submitted on time and accurate (XNLEs FU for instance)

·        % of ineligible expenses following project audit

·        % of Red cell game submitted on time and accurate

·        V1 for the semi-annual/annual closure submitted on time

·        Average number of delayed days for suppliers/administrations/staff payments/reimbursement compared to contractual deadlines