Mercy Corps Assistant Office Cashier Jobs in Ethiopia
Mercy Corps Assistant Office Cashier Jobs in EthiopiaProgram/department Summary:
Mercy Corps is an International Humanitarian organization operating Water and Sanitation, Economic Development, Livelihoods, Capacity Building, Emergency Response, Health and Nutrition, and similar sectors in the regions of SNNPR, Somali, Oromia, Addis Ababa and Dire Dawa.
Mercy Corps works with communities, public and private sectors to implement appropriate relief, recovery and development interventions. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position. Assistant Office Cashier
Describe overview of job mission
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 Area Office, under the direction of the Area Manager and Area Finance Officer, the Area Office Cashier will be responsible for the day to day routine tasks of the 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 able to develop/train herself/himself easily, change oriented and able to quickly settle in the new system.Treasury Management (60%)
ESSENTIAL JOB FUNCTIONS:
Compliance Monitoring (25% of Time)
Customer Focused (10% of Time )
Financial Accounting and Others (5% of Time)
Treasury Management (60% of Time)
At all times, ensure that adequate fund is 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.
At all time, ensure that there is 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.
Ensure that per CSA rule, all the pre numbered vouchers (receipt or payment) are notified to HR and Legal Director so that he/she has communicated this to CSA office on time
Organize with logistics team (PALM team) in the office and ensure that the room where the safe box is located is adequately protected and secured enough
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 Finance Director immediately.
Ensure that staff are counting the cash they collect over the counter and no further complains are made for the count made outside the cashier office.
Ensure that on all payments made, we are withholding the relevant government withholding tax for the payments where this is applicable by law
Ensure that all Mercy Corps policies and procedures are adhered in terms of cash hours, weekly cash count and monthly cash count procedures
Ensure that all the cash transactions are posted to the sub journal system on a daily basis and ensure the cash balance based on the system information is matching with the physical cash count in the safe box
Liaise with the logistics team (PALM team) 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 finance officer and the Area Manager for further action
Perform the routine cash payment based on a complete and authorized set of documents. Ensure that all beneficiaries and trainees payment is backed up by relevant document and it is properly signed by the recipients, their signature is legible or well printed. Ensure adequate space provision has been made in the document to obtain the signature.
Perform the routine cheque payment based on a complete and authorized documents
Based on the guidance and support from the Area Finance Officer, Regional Finance Coordinators and other relevant colleagues, review journal transaction descriptions in sub journal systems for cash and bank transactions that they meet the expectations of the budget holders, auditors, other stake holders and reasonably explained within a limited character space in the system.
Ensure the safety and security of cash handling as well as cheque handling between the move from/to office and bank.
As required travel to project sites and effect payment based on authorized documents. Ensure the safety and security of cash handling between the Area Office and project site offices. Similarly ensure the safety of payment vouchers and supporting documents handling when traveling from/to the project site offices
Based on Mercy Corps internal procedures, ensure the limits set on the mode of cash or cheque payment is by no means overridden
Compliance Monitoring (25% of Time)
In addition to the financial review done by the appropriate finance officers, 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
On a monthly basis, for all USAID grants, for which the current regulation states more than USAID 500, extract and compile documents to be submitted to USAID and send this to the Addis based assistant finance officer.
Work closely on the monthly compilation and remittance of all withholding tax payments to the government authority.
Provide consistent support to other finance colleagues and staff members in the implementation of internal audit recommendations
Query any altered document and ensure that all altered documents and submitted for payment have the signature of the authorized personnel on the place where the alteration has been made.
Customer Focused (10% of Time)
Ensure that all completed documents and presented for cheque preparation or cash payment are done immediately or within a maximum of five working hours.
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.
Depending on the need, maintain log sheet which will reveal the processing time and the actual time that the payment is done
On exceptional circumstances and on the possible delay of payment process, provide ahead feedback to the staff members (mainly logistics team) as well as external parties on the possibility of delay in payment and inform the possible rescheduled time to deliver the cheque.
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
Generally be courteous for all external parties or staff members who may require support on the payment service
Knowledge and Experience:
Two years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
Experience in managing USAID grants at least for 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
Excellent oral and written English skills
How to Apply
All interested candidates are encouraged to apply for the position advertised. All applications submitted to the Mercy Corps office include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts. In order to ensure fairness to all applicants personal inquiries are not permitted.
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 candidates are strongly encouraged to apply. We are committed to empower women.”
Deadline for All Applications: January 04, 2019/ 4:00 PM
Please send non-returnable applications and credentials to one of the following address: Mercy Corps Recruiter Addis Ababa: P.O. Box 14319 Arbaminch: P.O. Box 33 Jijiga: P.O. Box 225 Negelle Borena: P.O. Box 116 Dire Dewa: P.O. Box 974 Yabello: P.O Box 185