To ensure the efficient, effective, and transparent management of accounting, treasury, budgetary control, and financial accountability, as well as the financing contracts implemented by the organization in Sudan. This is done in direct coordination with Counterparts (Partners) and ACH-Spain Headquarters, keeping the accounting and budgetary information updated and providing reliable and timely information to the ACH team and Headquarters. The incumbent will guarantee compliance with and enforce internal control, accounting, and filing policies and regulations, as well as donor requirements, with a focus on financial compliance regarding expenses reported by counterparts.
Objective 1: Partner Accounting Management
- Train ACH counterparts on the financial tools and supporting documents to be reported, according to ACH and donor accounting guidelines, policies, and formats.
- Review monthly financial reports from counterparts, both digital and supporting documents: verify expense listings, financial lines, accounting lines, and exchange rates.
- Review counterpart accounting, assigning codes according to the budget approved in the MOUs.
- Maintain accounting control of advances (disbursements) and expense liquidations according to the funds disbursed to counterparts.
- Review digital expenses and perform the accounting import and reporting of the monthly registers executed in the mission and by counterparts.
- Submit the accounting ledgers to be imported to the Administrative and Finance Coordinator , who will provide financial endorsement, feedback, or corrections for validation.
- Register counterpart expenses in the AGRESSO system, verifying compliance with accounting principles and ACH regulations.
- Inform Logistics and Compliance of the monthly counterpart report for the review and correction of partner logistical processes to grant eligibility to expenses.
- Where possible conduct on-site visits to counterparts to review supporting documentation.
- Verify compliance with donor regulations and MoU requirements, in coordination with the Compliance Manager.
- Ensure that counterpart expenses are correctly filed in Teams according to ACH policy.
- Hold periodic follow-up meetings with counterparts and Project Managers.
Objective 2: Financial Management
- Participate in the formulation of counterpart project proposals, reviewing initial calculation memorandums.
- Update the Donor tool for each counterpart and contract in coordination with the Project Managers.
- Project coding.
Objective 3: Treasury and Payments Management
- Monitor the disbursement schedule for counterparts.
- Verify disbursements to partners in accordance with MoU requirements. Pass the validated information to the Administrative and Finance Coordinator.
Objective 4: Support in Payment Processing
- Identify the method of payment and carefully review all payment request, and make sure necessary supporting documents exist and validated by authorized person and the request is eligible to make payment.
- Record all payment process through bank to excel bank books on daily bases.
- Make sure to have a supporting document for each entry of bankbook.
- Make bank reconciliation on first day of following month.
- Make sure all excel bank books are up to date and provide necessary information on demand.
- Make sure to finalize the accountancies by last working day each month and submit to finance co. for review and validation.
- Do the final monthly accountancy closure no later than 5th of M+1.
- Upload bankbook, bank reconciliation and Postback of month M no later than 5th of M+1.
- Post the accountancy to Agresso as soon as it is validated by Finance Co.
- The Finance Officer must read all ACF financial manual and apply it on mission accountancy.
- Process the payroll as soon as validated by Finance Co.
- Make sure to review and take the necessary validation before making any transfer to bases.
Objective 5: Support Archiving
- Scan all supporting documents and archive it digitally in archive platform.
- Properly archive all supporting documents by months & by book.
- Make sure all supporting documents are available and required signature are complete.
- Provide the supporting document as whenever requested for auditing or review by authorized person.
Objective 6: Additional responsibility
- Ensure team spirit and motivation within ACH team
- Any other administrative duties assigned.
- Fulfil any duties that are inherent to the position and requested according to mission needs and context.
3. KEY INTERNAL DOCUMENTS FOR THE POSITION PROPER PERFORMANCE
- Values and principal chart
- Deontology Code and Ethic Committee.
- Kit Admin