ADMIN AND FINANCE ASSISTANT

OXFAM

Job Type

Full Time

Location

Hargeisa

Description :

Admin and Finance Assistant – Hargeisa, Somaliland (1 Position)

Background:

FCA works to enable people to break the circle of poverty and violence. We are a rights-based actor, a Finnish organization with 70 years of experience, with operations in 15 countries. FCA is Finland’s largest NGO in development cooperation and second largest provider of disaster relief. Our action is guided by international human rights standards and principles. We realize our mission and vision through development cooperation, humanitarian assistance and advocacy work. We contribute to positive change by supporting people in the most vulnerable situations within fragile and disaster-affected areas. We consider three thematic areas as central to sustainable change: the right to peace (R2P), livelihood (R2L) and quality education (R2QE).

In Somalia and Somaliland FCA has been working under a right to peace thematic areas since 2008 including governance and reconciliation projects and later has expanded in quality education (R2QE) thematic area.

Primary purpose of the position:

• Admin and Finance assistant is responsible for day-to-day task management within the organization with main focus of finance and office operations. This role requires multitasking across range of responsibilities including finance book keeping, office administrative support, office operation support and event planning. S/he maintains a close eye on the operational and financial performance, identifies probable issues that may need attention. S/he also works closely with finance coordinator, Logistics officer, HR, admin manager, and relevant staff to ensure or relevant duties are well coordinated and managed in a timely manner

Main tasks:

Administration

• Provide administrative support required by FCA staff in Hargeisa including all administrative issues; organizing office meetings, trainings, workshops.
• Line manage office domestic staff with the support of the supervisor initiate/raise purchase request for admin related expenditures; purchase of office stationery, utility bills, office rent, casual service, repairs and maintenance. etc.
• Organize renewal and signing of office lease agreement, utilities and domestic staff contract in good time
• Ensure all office facilities and equipment are in good working condition.
• Keep proper record for utilization of office stationery and supplies
• Maintain up-to-date filling system
• Maintain updated log books inventories and lease agreements as required at office
• Coordinate/support all program activities (workshops seminars training meetings etc.) in a timely manner. Attend relevant meeting identified by Office Manager.
• Arrange and organize all relevant issues regarding visitors including accommodation transport communication visas and other needs.
• Support all office administrative task and lead the the planning and implementation of office admin duties.
• Register beneficiary complaints and log into the complaints and response mechanism for FCA
• Update the operations report on a monthly basis and prepare quarterly reports for Hargeisa office
• All HR functions are maintained timely and accurately and that senior program and administration staff are trained in HR procedure periodically.
• Financial and admissive project related issues
• Attend relevant project meetings with partners as per assigned by the direct supervisor

Finance

• Support all project payments and other administrative payments by closely working with the finance coordinator. Effectively and in timely manner
• Collect funds and make various payments as per the authorization and approval of the budget holders and in accordance with FCA financial policy
• Support and facilitate all payments for Hargeisa office and check the documents before it’s paid
• Raise and ensure the imprest and all finance request on time and accurate
• Support relevant duties of the project activities and payments
• Review and compute travel claims, imprest accounts and verify authenticity of the support documents provided
• Manage and replenish Petty cash, according to the procedures
• Coordinate with relevant staff on unclear support documents provided for payment before processing
• Ensure proper files are maintained and well secured in the finance department
• Perform any other related duties as required

Impact

Effective, transparent, accountable and efficient day to day running Admirative/finances and project support in FCA Somaliland Programme

Special tasks and fixed term projects

• Acting Logistics officer in his/her absence
• Support project relevant tasks on PM’s absence
• Provide support to another project team
• Any other relevant tasks assigned by the direct supervisor

Competence, experience, skills, knowledge needed

• University Bachelor degree in a relevant field; business Administration, economics, education or social work
• Minimum 3- 5 years working experience in support including administration/accounting and project support
• Previous experience working in INGOs
• Experience with data collection, and report writing
• Ability to analyses the payment documents before processing
• Detail oriented, accountability, task prioritizing skills
• Excellent communication and coordination skills
• Ability to establish relationships with other relevant stakeholders instantly and easily
• Problem solving skills and multitasking
• Fluency in English and Somali language as well
• Ability to work under pressure and stressful environment
• Cultural sensitivity and inter-cultural communication skills
• Very honest and trustworthy person
• Strong computer skills- especially excel spreadsheets and able to work with formulas, power point and word
• Good Organizational Skills and ability to multitask commitment to working in a team

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