Finance and Admin Assistant
Trócaire
Job Type
Full Time
Location
Somalia
Description :
Organization: Trócaire
Country: Somalia
Closing date: 25 Apr 2017
Job Title: Finance and Admin Assistant
Location: Gedo region, Somalia
Department : Finance & Administration
Reporting to: Finance Manager or his designate
Description of the unit/department
Trócaire has been working in the Gedo regional of Somalia since 1994 and manages and health and education programme with support from the local community.
The Trocaire Somalia Finance department is responsible for ensuring a sound management of the financial resources entrusted to Trocaire and to ensure that there are effective procedures in place to facilitate internal controls and accountability of grants or disbursements relating to its operations.
Main Purpose of Role
The Finance and Admin Assistant has responsibility for supporting the finance office in ensuring strict oversight of all financial transactions in the field. The role is expected to strengthen internal controls of all field level work and provide adequate coordination and dispatch of finance documents to the Nairobi office in line with strict donor reporting timelines. The role will support processes to bring about control, verification of documents at field level, coordination of finance documents and ensuring that all documents are accountably managed and sent to management.
Key Duties & Responsibilities:
- Manage and disburse petty cash payments and guest house supplies payments.
- Support direct program implementation activities through special budget payment.
- Provide monthly cash requisition bills from suppliers through DHB
- Support monthly payrolls processing and payments.
- Support special budget provisions to hospital administrators.
- Facilitate and support fund transfers, including raising invoices, credit notes and ensuring that funds transfer documentation is complete
- Follow up to ensure that all documentation is sent to the finance office in a timely manner.
- Monitor activity reports status and advice the finance office when disbursements have been delayed
- Review budgets against their submitted proposals
- With the guidance of your supervisor follow up on all issues arising out of the financial report reviews
- Assist in tracking expenditures through regular review of BVA’s, advising accordingly and making such necessary adjustments as may be required
- Share BVA’s results/status in the monthly finance reports
- Maintain an Audit Tracker report ensuring that it is up to date at all times and that all arising audit findings are addressed within the agreed timelines
- Provide expenditure records to ensure these are in line with submitted reports
- Strengthening the internal control aspects at the field level, this is one step towards our goal.
- Coordination and dispatchment of finance documents to Nairobi office, bearing in mind the stringent donor reports timelines.
- Support ZC when need arises.
- Ad hoc support/training to ZC/DHB finance staff on documentations
- Assist in posting of expenses and float returns into Agreso
- Update, on a daily basis, all cash transactions
- Assist in filing as directed , Any other duties assigned by the line manager
Expected Outputs
Timely transfer of funds to partners - Updated Project reporting and Audit Trackers
- Up to date and clean/accurate BVA reports for all BVAs
- Signed/Approved all cash disbursements
- Monthly progress reports
- Expenditure Verification reports
- Up to date postings in Agresso
- Essential Qualifications:
- Partial professional accountancy qualification (CPA II or ACCA)
- A minimum of 3 years in a finance department preferably from an international NGO.
- Ability to live and work in the Gedo region of Somalia
- Strong organizational skills, with an emphasis on time management and the ability to plan, organize and implement various activities within a time-pressured environment
- Ability to work both independently and as part of a team
- Excellent interpersonal and team dynamics skills
- Good professional verbal and written communication skills