Field Finance Coordinator – Mercy Corps Ethiopia

Accounting and Finance

Mercy Corps Ethiopia

About Mercy Corps

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, the private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states—Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities, and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa—Mercy Corps Ethiopia is driven by the mission to contribute to the emergence of a peaceful, resilient, and prosperous Ethiopia that is inclusive of youth and women. Our strategic directions focus on promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal and informal governance structures and citizen engagement; improving natural resource governance; and integrating humanitarian response.

Position Title: Field Finance Coordinator 

Duty Station: Addis Ababa

Open Position:  1

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 Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program Team to ensure that financial and finance linked resources are utilized efficiently and effectively.

Working in the finance unit, under the direction of the Field Finance Manager, the Field Finance Coordinator will be responsible for the day-to-day routine tasks of the Field Finance and MIS supervision roles as well as monthly, quarterly, and annual reporting. She/he is expected to produce reliable, accurate, and timely financial reports and information for all stakeholders involved. The post holder should be forward-looking, self-driven, operate under minimum supervision, and be a critical thinker in a senior management role.  Furthermore, considering the various expected systemic changes in the future, the post holder should be forward looking, change-oriented, and able to develop or train the team’s capacity in the changing environment.

. This job requires 20% travel to the project sites directly managed by Mercy Corps as well as by subgrantees. The two main objectives of the trip are: 1) Capacity Building 2) Compliance and Monitoring (internal audit nature) of donor rules as well as MC internal policies and procedures

Essential Job Responsibilities

 ESSENTIAL JOB FUNCTIONS:

1.  Compliance Monitoring (35% of Time)
2.  Financial Accounting and Budgeting (30% of Time)
3. MIS supervision (35% of time)
4. Compliance Monitoring [35% of Time]

 1. Ensure that field/area level-based budget holders are familiar with the detailed Mercy Corps internal policies and procedures and ensure the implementation.

2.Assist the Field Finance Manager in monitoring the implementation of internal audit recommendations and ensure that all the required recommendations are implemented consistently.

3. Ensure that host government compliance rules, such tax, pension, provident fund, VAT, and other similar items are consistently implemented and assist the area finance officers in the implementation of this regulation.

4.Make periodic review of all compliance matters for the field offices and present key issues in the monthly finance team meeting.

5.For the number of area offices assigned to Field Finance Coordinator, ensure that all payment documents are having the relevant checklist which ensures attention to detail and the checklist is signed off by the appropriate finance officers and support service officers.

 II.Financial Accounting and Budgeting (30% of Time)

 1.  Ensure that all monthly financial diaries are kept to an adequate standard, and we are meeting the set deadline. Flag any deviations or difficult circumstances ahead of time.

2.Ensure that all the Navigator GL register vouchers from the Area based Finance Officers [for which the role is assigned to cover certain number of area offices] are accurately coded, the supporting documents (invoice, receipts, and etc) are sufficient, in line with MC internal control procedures, donor requirements and satisfactorily presented.

3.Together with the Field Finance Manager and Accounting and Reporting Manager, ensure that all balance sheet accounts (asset and liability) specific to the area offices where the role covers are reflecting the true position of the area office balance sheet account. Ensure all outstanding collectible debts or payable liabilities are consistently followed up and fixed within a quarter we incur them. Ensure all material issues on such matters are reflected on time (without any delay.)  

4.Support the Field Finance Manager in all of A-133 audit requirements, external statutory audit and donor audit need.

5.Based on the Authority Matrix, ensure that all financial reviews to be done by the Field Finance Coordinator have been executed to the standard level.

 III. MIS supervision (35% of time):

1. Perform regular review of documents and post transactions in the Navigator finance system.
2. Closely work with the Field Finance Manager and Accounting and Reporting Manager that all balance sheet reconciliation is performed every month/quarter and present very analytical report what makes up the balance sheet figures.
3. Regular review and posting journals for area offices assigned to Field Finance Coordinator.
4. As required, with the consultation of the Field Finance Manager, support any internal and external audit works by providing filtered system information. 
5. Ensure/guide that all Filed connect system users are using the right re-class batch and reference number for all current or prior period adjusting entries.

 Team Management 

• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Assist team members with information, tools and resources to improve performance & reach objectives.
• Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Hire, orient and lead team members as necessary.

Influence & Representation

Interface with the (donor) representatives to convey information about programs as appropriate.

Participate in sharing best practices with NGOs and governmental agencies.

Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.

Maintain high ethical standards and treat people with respect and dignity.

Demonstrate an awareness of his/her own strengths and development needs.

 Security

Ensure compliance with security procedures and policies as determined by country leadership.

Proactively ensure that team members operate in a secure environment and are aware of policies.

 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.

 Accountability to Beneficiaries

 Supervisory Responsibility

Field Finance officers Assigned to the Field Finance Coordinator

Accountability

Reports Directly To: Field Finance Manager

Works Directly With: Finance Department, (with authority for technical financial matters); Operations Department, Program Managers, MCG/MCE HQ Compliance, and others

Knowledge and Experience

• Five years and more progressive experience in the non-profit organization, mainly experience gained in the INGO, are required.
• Mandatory experience in managing USAID ,EU, UN and SIDA grants for at least two consecutive years
• First Degree or, preferably, a master’s degree in business administration, Accounting, finance, or a related discipline. Compensating Education and Experience can be considered.
• Demonstrated competency with computerized general ledger software
• Advanced computer skills in MS Office programs, particularly in Excel
• strong organizational skills
• Prior grant management experience will be a plus
• Excellent oral and written English skills.

 SUCCESS FACTORS:

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; be team oriented
• Good computer skills (especially Microsoft Excel, Word, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse groups of people
• A high professional standard of administration ethics as well as the 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
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting is needed 
• Willing to travel to Mercy Corps field offices and project sites (20%+ of time)

 Ongoing Learning

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.

 Diversity, Equity and 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 are journeys, 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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.

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