Finance Assistant

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action helping people triumph over adversity and build stronger communities from within. Now, and for the future.

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. With the launch of Mercy Corps Global Strategy, Pathway to Possibility, the country office is poised to operationalize its three-year strategy with a vision 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. In Ethiopia, our strategy focuses in 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 six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Ethiopia. Working with a diverse base of donors that includes United States Agency for International Development (USAID), European Union, GAC, Hilton Foundation, United Nations (UN), JOA, Sweden, EKN, and other foundations, Mercy Corps Ethiopia empowers people to recover from crisis, build better lives and transform their communities for good.

Position Title: Finance Assistant

Duty Station: Bahirdar, Ethiopia, with frequent travel to the target Woredas

Open Position:  1

Program / Department Summary

The Research for Innovative and Sustainable Water in Ethiopia (RISE) is a fifteen-month program that aims to explore the feasibility and suitability of public-private partnerships (PPPs) in the water sector in Amhara region, Ethiopia. The program will conduct scoping assessments to identify the opportunities and challenges of privatizing water services, such as the capacity, information, and financial status of potential local actors, the governance and legal frameworks, and the performance and impacts of existing PPPs in the water sector. The program will also provide actionable recommendations to attract private-sector engagement and disseminate the research findings to various stakeholders at the local and national levels. The program hopes to create a model that can be replicated in other regions of the country. The program will be implemented in North Mecha, Dera, and Farta Woredas of the Amhara region.

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 Corp’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 project Coordinator, 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. She/he is expected to produce reliable, accurate and timely financial report/information for all stake holders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in the team.  Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.

ESSENTIAL JOB FUNCTIONS:

1. Treasury Management (70%)
2. Compliance Monitoring (5% of Time)

• Customer Focused (20% of Time)

1. Financial Accounting and Others (5% of Time)
2. Treasury Management (70% of Time)
3. At all times, ensure that adequate funds are available for operations. Ensure that the 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.
4. At all times, ensure that there is an adequate cheque leaf and other payment processing pads are available in the office and put a reorder level system before the cheque leaf or other payment processing documents run out completely.
5. 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.
6. Ensure that the currency notes we are receiving from any legitimate source, which includes staff travel or operational advance return are not fake currency notes. On the event this happens, alert the Project Coordinator immediately.
7. Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the Finance Assistant (cashier office) office.
8. Ensure that on all payments made we are withholding the relevant government withholding tax for the payments where this is applicable by law.
9. Ensure that all Mercy Corps policies and procedures are adhered to in terms of cash hours, weekly cash count and monthly cash count procedures.
10. 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.
11. Print the GL register from Navigator and ensure it is filed with the original vouchers.
12. Liaise with the logistics team (Support Service Assistant officer) that any missing or insufficient supporting documents are immediately delivered and in the event that this is not delivered, hold the final release of cheque, and discuss with the project coordinator for further action.
13. Perform the routine cash payment based on the complete and authorized documents.
14. Perform the routine cheque payment based on the complete and authorized documents.
15. Ensure the safety and security of cash handling as well as cheque handling between the move from/to office and bank.
16. Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden

1. Compliance Monitoring (5% of Time)

1. In addition to the financial review done by the Field finance Manager, perform sensibility checking that all the supporting documents attached to the voucher are meeting the internal control standards of Mercy Corps, and they are duly signed by the authorized staff members in the office.

1. 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)

1. Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
2. 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.
3. Depending on the need, maintain log sheet which will reveal the processing time and the actual time the payment is made.
4. On exceptional circumstances and on the possible delay of payment process, provide ahead feedback to the staff members (mainly Support team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
5. Provide professional and polite responses to all external parties as well as staff members for any queries that they may raise in connection to the expectation of payments.
6. Generally, be courteous to all external parties or staff members who may require the support on the payment service.

1. Financial Accounting and Others (5% of Time)

1. Perform double and final check of document authorization that it has been authorized based on the limit set in the Authority Matrix

Supervisory Responsibility: NA

Accountability

1. Reports Directly To: RISE Project Coordinator

Technical reporting: Filed Finance Manager

Works Directly with the RISE program team, Finance, Operation, HR, and program staff.

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, Hilton, 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
• Good oral and written English skills.

SUCCESS FACTORS:

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills, team oriented.
• Good computer skills (especially Microsoft Excel, Work, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse groups of people.
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.
• Good communication skills, written and oral, are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting
• Willing to travel to project sites, when required.

Gender, Equality, Diversity, and Social Inclusion

• Understand and be aware GDI related priorities of the country office and contribute to the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute to the execution)
• Promote gender equal and inclusive workplace culture in day-to-day interaction with team members, partners, and program participants.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects.
• Team members are expected to conduct themselves professionally and respect local laws, customs, and MC’s policies, procedures, and values at all times and in all in-country venues.

Influence and Representation

• Identify, build, and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments, and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

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 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 on the basis of 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.

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.

Living conditions / environmental conditions

The position is based in the Bahirdar, Field office, and it requires up to 60% travel to the target woredas. Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves professionally and respect local laws, customs, and Mercy Corps policies, procedures, and values at all times and in all in-country venues. Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer, regardless of background. We are committed to creating an inclusive environment.

All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent electronically in Addition Applicants can submit their CVs to Mahibere Hiwot for Social Development office at Bahirdar which is located at Tana Sub-city, Kebele 13, immediately back to the ANRS Bureau of Education, adjacent to the ICAP project Office.

Only candidates that are short-listed will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

DEADLINE FOR ALL APPLICATIONS: 21 October 2023/ 4:00 PM