Senior Commodity – Accountant

Senior Commodity – Accountant

Position title	Senior Commodity – Accountant
Location	Dili, with travels to field
Reports to	Logistics and Commodity Manager
Grade	5
Start date/timeframe	3 Year
Application deadline	11 October, 2022
Application process	Send CV and application letter via email to [email protected] OR HR unit at CARE office at Bairo Pite, Dili.

1. Background
   1. The Programme

CARE is an international development and humanitarian organisation working in Timor-Leste since 1994. With programmes that extend across all municipalities in the country, CARE’s mission is to save lives, strive for equality and achieve social justice.

CARE does this by creating lasting change by working directly with target communities, providing innovative solutions and assistance in emergencies.

Ensuring well-being and a voice for women and girls in rural disadvantaged areas is at the heart of CARE’s work. This happens through four priority areas; Education, Women’s Economic Empowerment, Sexual Reproductive and Maternal Health and Women’s Voice.

To overcome poverty and bring about lasting, sustainable development, there needs to be equal rights and opportunities. That’s why making women and girls a priority impact group is key, as this is a proven way to create sustainable, long-term change.

The role

The Senior Commodity Accountant will work with the HATUTAN project. Under the technical supervision of the Logistics and Commodity Manager, Senior Commodity – Accountant will be responsible to prepare daily, weekly, monthly commodity utilization reports. The reports are not limited to Commodity Status Report, Recipient Status Report, Loss Status Report and any untoward Incident Report. The incumbent will also support the Field Commodity – Accountant in developing a better understanding of the reporting process using specific forms and formats and ensuring that reports at the school level are maintained on a regular basis, and that reporting is timely and precise. Supports audits, data quality verification as deemed appropriate and necessary. The position will start in October 2022 and will be ending as of September 2026,

This position is based in Dili, with possible travel required to other field offices.

MAIN RESPONSIBILITIES:

Accounting area

 Accounting procedures and commodity reconciliation

• Manage the Hatutan commodity daily, weekly and monthly reporting functions;
• Ensure adherence to commodity accounting policy in reporting and reconciliations;
• Ensure the safekeeping of commodity accounting information and supporting documentation;
• Conduct physical checks and report any differences between TRUE and BOOK balances

Food management

• The incumbent is responsible to make sure that commodity reporting is precise, and timely. The incumbent will verify reports from the municipalities and the warehouse in Dili to make sure that commodity delivery is based on approved plans, commodity utilization is based on actual attendance and commodity balance is based on the above two factors including damage/losses incurred.
• The incumbent will verify all daily/monthly reports prepared by the DM Warehouse on commodity receipts and dispatches. 
• The incumbent will verify daily/monthly commodity utilization reports of the schools
• The incumbent will verify all loss/damage reports at the warehouse, schools and transportation
• The incumbent will submit final monthly Commodity Status Report, Recipient Status Report and Loss Status Report and Incident Status report to LCM on a monthly basis. Reports prepared should be timely and precise. Any unaccounted balance should be immediately reported to the LCM. Any misuse report should be reported to the DCOP within 24 hours.
• Conduct random physical count and month end physical count at the Dili Warehouse. Make sure to report any difference between true balance and book balance, try to find the reason behind the difference and provide recommendation for improvement
• Check and verify delivery plans and make sure that commodity is dispatched based on plans. Identify mistakes in the documentation and share reports.
• Ensure proper documentation for payment of casual labor during unloading of commodities at Dili and  school level;

Project reporting review and analysis

• Prepare overall monthly commodity utilization reports for Hatutan
• Prepare monthly commodity recipient status report for Hatutan
• Prepare monthly commodity loss status report for Hatutan; for every loss status follow Loss Damage, Misuse reporting format
• Ensure that all commodity reports are prepared accurately on a monthly basis. Such reports are to be consolidated and submitted, CARESSC, and HQ on a quarterly basis, within the stipulated time;
• Provide commodity information to LCM, DCOP, COP for monthly, quarterly, semi-annual and annual reports. 
• Assist management to update commodity information to FAIS or any other donor requirement.
• Ensure that steps are taken for the timely / regular submissions of the School Feeding Reports (also known as the School Stock & Issue Register) to the relevant dispatching points for review and assimilation of information. Institute follow-up procedures for delinquent reporting centers.

Audit and project closure

• Assist in Data Quality Assurance of the commodity reports.
• Assist in audit (internal and external) conducted in-country
• Keep all documentation on file in a secured manner.

• Human Resources Areas
• Provide technical support to the Filed Accountant –Commodity in orientation of filing forms namely school stock register and attendance sheet, waybills.
• Support project staff to better understand commodity reporting process and procedures
• Support internal investigations into any possible acts of fraud on the part of project staff when needed;
• Ensure the handover and proper transition for staff turnover as per policy;

Administration Areas

• Coordinate the administrative functions in field office including the local travel and liaise closely with other operations and administration staff in the Dili office to ensure it is effective and efficient;
• Liaise with the Logistic and Commodity team in Country Office and Project team to ensure the smooth distribution to the team for commodity supplies and equipment;

• The requirements

EXPERIENCE AND QUALIFICATIONS:

• Minimum Bachelors’ degree in Accounting or equivalent preferably with recognized accountant qualification (CPA/CA/CMA) plus and/or minimum 5-7 years’ relevant work experience, preferably in International Non-Government Organization (INGO);
• Manage the finance function and implement procedures and processes, with minimal supervision;
• Proven experience in handling projects report from US funding project will be an advantage;
• Excellent written and verbal skills in Tetum and good English skills desirable;
• Demonstrated knowledge of and experience in MS Office (Windows, Microsoft Word and Excel spreadsheets, etc.);
• Demonstrated high level time management skills, to ensure timely processing to meet deadlines in a complex environment;
• Demonstrated honesty, maintaining confidentiality, reliable and trustworthy;
• Demonstrated ability to take direction and to work as part of a team;
• A willingness to learn about CARE, gender equality and women’s empowerment activities; and
• Excellent numerical skills.

• How to apply

Interested applicants should send a CV (no longer than four pages) and cover letter via email to [email protected] OR to Human Resource unit at CARE Timor-Leste office at Bairo Pite, Dili.

* Applicants are required to mention where they discovered information about this position

* This application is required by 11 October, 2022