JOB TITLE: Finance Assistant – Archive
TEAM/PROGRAMME: Finance Department
TYPE OF CONTRACT: National
Duration: 1 Year
CHILD SAFEGUARDING: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.
The role of the Finance Assistant is to manage and serve as an archive for all Southern States financial documents in Mogadishu and act as a focal person for managing document movement in the organization. The goal of the Finance Assistant – Archive is to review, classify, organize, maintain, manage and keep properly and safely Save the Children financial documentations and make sure that proper filing systems are put in place for good audit trail. The postholder will be responsible in retrieving audit documents, updating Data Management System (DMS) on monthly basis and ensuring all financial vouchers are in order before filing.
SCOPE OF ROLE:
Reports to: Finance Officer – Mogadishu
Dimensions: Save the Children has been working in Somalia for more than 60 years. The Country Office has over 500 staff across 14 field offices (Boroma, Burao and Hargeisa in Somaliland; Bosasso, Garowe, Galkayo and Gardo in Puntland; Beletweyne, Adaado, Abudwak, Baidoa, Kismayo, Dhobley and Mogadishu in Central South Somalia). Our Country Office coordination and administration base is in Nairobi, Kenya. In 2017, as a result of significant scale up for the countrywide drought response, our annual spend FY2017 was US$117 million and we reached more than 2 million people through our humanitarian and longer term development work in Health, Nutrition, Water, Sanitation & Hygiene (WASH), Education, Food Security and Livelihoods (FSL), Child Protection and Child Rights Governance. The Country Office manages 61 active awards totalling US$165 million from a range of governmental/institutional donors, including DFID, ECHO, EU, FFP, OFDA, and DANIDA being some of our largest
Staff directly reporting to this post: None
KEY AREA RESPONSIBILITY
DOCUMENTATION AND ARCHIVE
Maintain transparent, accurate, easy to trace and user-friendly financial filing system for all financial documentations
Scanning all vouchers on monthly basis and making proper electronic archive
Review and receive all Field office financial vouchers; properly and systematically label them and store them safely.
Maintain a separate files for the bank payments, petty cash, bank transfers and payroll documents on a monthly basis
Ensure that all files are kept properly in a professional filling system and office correspondences are dealt with on time.
Facilitate access to financial documents by Save the Children staff, auditors, donor representatives and other relevant parties.
AUDIT RETREIVALS AND FACILITATION
Receive, review the sample list and retrieve audit lists and preparing all liquidation documents as per grant
Check and arrange the documents, photocopy and re-file into original files while sending out Sample documents as per deadlines
Prepare and fallow up with the consignee the vouchers memo showing all the vouchers whether its original or photocopy and file the signed memo into the file
Responsible for checking, arrangement and filing of field vouchers coming from Hiran region, Adaado, Baidoa, Kismayu, and Abudwak offices on monthly basis and making sure all the vouchers are filed in an audit trail and give feedback to the concerned person of any missing vouchers
Assist the Area Finance Officer for periodic check done at least once every month based on a sample check on the major procurements and contracts based on the high-risk amount
Assist the Area Finance Officer in facilitation of internal and external audit procedures as required.
Address audit comments on time and work in close relationship with field offices and partners finance staff on audit matters
Review and reconcile financial vouchers and Agresso extract on monthly basis. Arrange back any missing document to their original destinations while conforming the receipt of these vouchers
Categorize and vouch financial documents to ensure they are in accordance with Save the Children and donor policies, procedures, guidelines, rules and regulations
After the closure of each accounting period, check the accuracy of budget codes and confirm the Authencity and precision of financial documents
Follow up with field and area office staff for any missing documents and make sure that all required documents are fully completed and ensure proper follow-up and report any missing documents.
Make sure that all recharges and reversals are filled properly and on time.
Ensure implementation of Save the Children and donor policies, procedures, guidelines and other regulatory compliance terms
Responsible for putting Paid Stamp on financial documents and file them sequentially on a daily basis.
Comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies.
Perform any other related duties as required and assigned by the line manager.
Support the Area Finance team by facilitating payments and making sure that all documents are complete, compliant, and have full budget codes.
SKILLS AND BEHAVIOURS (our Values in Practice)
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
· Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· Future orientated, thinks strategically and on a global scale
· Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
· Values diversity and different people’s perspectives, able to work cross-culturally.
· Ability to take direction.
· Ability to work in a team environment.
· Having Communication Skills
· Develops and encourages new and innovative solutions
· Cuts away bureaucracy and encourages an entrepreneurial approach
· Honest, encourages openness and transparency, builds trust and confidence
· Displays consistent excellent judgement
QUALIFICATIONS AND EXPERIENCE
· Bachelor degree in Accounting, Finance, Business Administration, Economics, etc.
· Minimum 2 years proven work experience in finance/accounting within a busy working environment such as financial institutions, corporates or INGOs
· Computer skills especially in Ms Excel, spread sheets and Ms Word
· High level of integrity and ability to work as part of a professional team
· Ability to work under high pressure to meet tight deadlines
· Supportive personnel management style
· Working knowledge of Agresso accounting package
· Previous work experience with INGOs
· Good communication and interpersonal skills
CHILD SAFEGUARING POLICY:
Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance Form] and comply with the SCI’s Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it come s into contact.
This extends not only to children with whom SCI and its partners work directly, but also includes children whom staffs are responsible for. SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to.
All interested candidate is encouraged to apply online through:
The closing date is on: 17th Dec 2019
Save the Children is committed to supporting performance-based career progression for female employees. The following are additional benefits which applies to successful female candidates
· 6 months of maternity leave subject to certain length of service conditions
· Increased health and dependence allowance
· 30 days of annual leave excluding weekends [Friday & Saturday]
Date: December 2019 Author: Finance Manager