Finance and Administration Officer
Six Months (with possible extension)
October 2018 – as soon as possible
Background on ACTED
ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. ACTED’s staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.
ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the below position in Kismayo, Somalia. However this position is dependent on approval of funding.
This position will require the individual to perform transparent and efficient logistic, financial, administration and security management for ACTED programmes in Jubaland, Somalia.
Duties and Responsibilities
Supervise and report on the financial flow (cash forecast) required in the office.
Ensure proper documentation for all payments following by their filling, labelling, copying and timely submission to the area and/or capital office.
Follow up on the base and project costs.
Prepare and send on a weekly and monthly basis the weekly and monthly report (CFU, DFU, Cash Books, Reconciliation form) to the area and/or capital office
Responsible for the handling of the petty cash, daily cash book and ensure efficient reporting of the balances to the area and/or capital office.
Register the cash book in SAGA if applicable
Follow-up the implementation of ACTED HR procedures at the base level and ensure that any new policies or memo are well communicated to all employees of the bases.
Ensure that all contracts, ToRs and all HR relevant documentation are signed by new employee and all documentation is sent to the Capital offices
Ensure valid contracts of staff at the base level are kept up to date
Maintain a control and check system of the attendance all staff at the base level and ensure updated Leave Follow Up/planning and the attendance sheets are sent to the capital office on timely manner
Ensure to send the entire leave request forms for the staff at base level to Capital HR.
Feed and maintain a clean up to date staff information database
Organize staff induction, management of appraisals with the line managers at the base level.
Control and supervise the filing of staff personal folders.
Supervise staff under his/her responsibility as applicable.
Responsible of the fleet management at the base level.
Plan, navigate and Conduct procurements at base level in line with ACTED and donor guidelines
Ensure transparent procurements
Build and maintain supplier relationships and supplier database
Responsible of the base improvement (comfort, security,) through rehabilitation work, furniture and equipment set up.
Ensure that the computer and all communication equipment are functional and properly used.
Responsible to make sure that contracts of services or procurement are relevant according to ACTED and donors procedures.
Responsible for the assets and stock materials in the base, including monthly asset and stock inventory.
Working closely, guiding and capacity building of local partner organisations
Track payments of POs and Contracts
Monitoring, reporting, advising on security context; attend security meeting and use both formal and informal means of communication to understand and anticipate potentially dangerous scenarios;
In close collaboration with the Area Coordinator, the security manager and the Country Logistics Manager, support both at program and operational level the future establishment of a full team and an ACTED office in Kismayo that meets ACTED’s SOPs
Prepare daily updates and monthly reports on the security situation and any other reports requested by Security Manager;
Work with the Project Manager/Officer on team’s weekly movement plans
Will be the focal point for the security who provides the office security personnel
Submit logistic, administrative and financial inputs to the Project Manager/Officer for the weekly meeting.
Send all logistics monthly TITANIC (park statement, asset list, inventories, fleet management, …)
Send the cash flow needs cashbook & cashbox and reconciliation on a monthly basis to capital office.
Any other duty that is in line with the position.
Bachelor degree in Accounting, Logistics, Business Administration, Human Resource or a related field.
A minimum of three years relevant experience, preferably in a similar position in an NGO.
Deep and clear understanding of humanitarian principles and activities.
Sound understanding/experience in financial processing and management
Excellent skills in Microsoft Word, Outlook, and Excel.
Strong organizational skills and meticulous attention to detail.
Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
High level of integrity and honesty.
Fluency in Somali and English language is a must
Qualified persons with the required skills and qualifications are invited to submit their detailed curriculum vitae and cover letter to as a single document with the subject “FINANCE AND ADMIN OFFICER KISMAYO” to firstname.lastname@example.org and received on or before 26thOctober 2018.
Applications sent after the deadline will not be considered.
ACTED is an Equal Opportunity Employer. Please note that only the shortlisted candidates will be contacted.
Please note that only the shortlisted candidates will be contacted.
ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.
SOURCE: Finance and Administration Officer