Job Description

Job Announcement

Admin/Finance Assistant – Concern Baidoa Office - Maternity Cover

Job Title:

Admin/Finance Assistant

Reports to:

Field Office Operation Coordinator     

Direct reports:

Cleaners and  Cook

Job Location:

Baidoa

Contract Details:

Six Months Contract – Maternity Cover  

Job Purpose:

Under the guidance and supervision of the Field Office Operation Coordinator, undertake support function of Baidoa Office including office administration, petty cash and receipt and disbursement of funds handling when required. The Admin/Finance Assistant is accountable for providing quality and efficient administrative/Finance support to the Baidoa Programme team in accordance with CONCERN corporate policies.

Main duties &

Responsibilities:

Administration

ü  Provide administrative support required by Concern staff in Baidoa including but not limited to flight bookings, travel arrangements, organizing office meetings, trainings and workshops, taking minutes of staff meeting and circulating to the relevant staff thereafter.

ü  Line manage office domestic staff with the support of the Field Office Operation Coordinator.

ü  Initiate/Raise Supplies Requisition (SR) for admin related expenditure (e.g. purchase of office stationary, utility bills, office rent, casual services, repairs and maintenance, etc).

ü  Ensure new staff, visitors and guest from other CONCERN programs get office tours upon first day of joining the office

ü  Help with staff flight requests

ü  Organize renewal and signing of office lease agreement, utilities and domestic staff contracts in good time

ü  Maintain asset/inventory register of Baidoa office and carry out physical verification for every quarter end.

ü  Management of Concern guest/team house and ensure that its facility is suitable for visitor’s use.

ü  Ensure all office facilities and equipment are in good working condition and any necessary repairs are undertaken immediately

ü  Keep proper record for utilization of office stationery and supplies

ü  Maintain up to date filing system

ü  Make available all administrative forms to staff.

ü  Ensure legal requirements of the SWS are complied with

ü  Translate documents either in Somali or English as required

ü  Any other duties as requested by the Line Manager

Finance

ü  Collect funds and make various payments as per the authorization and approval of Budget Holders and in accordance with CONCERN’S financial management policy.

ü  Support and facilitate all payment for Baidao Office and check the documents before the suppliers are paid.

ü  Preparation of Floats and subsequent follow up and ensure timely clearance of outstanding floats and inform the Field Office Operation Coordinator on long standing floats regularly.

ü  Prepare all suppliers payment on time; review and documentation for accuracy, and completeness.

ü  Ensure proper files are maintained and well secured in the Finance Department.

ü  Ensure the effective and efficient use of all CONCERN resources in order to keep costs low and ensure the security of staff.

ü  Perform any other related duties as required

Responding to Emergencies:

ü  Participate and contribute as necessary towards Concern’s Emergency response as and when necessary

ü  Comply with Concern’s health, safety and security guidelines during emergencies

Programme Participant Protection Policy

ü  To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct

Experiences and Qualifications

Person specification:

QUALIFICATION AND EXPERIENCE:

• College Diploma Business Administration, Secretarial Science, Commerce, Accounting, finance or Office Management.
• Good interpersonal and communication skills
• Commitment to working in a team
• Good organizational skills and ability to multi-task
• Strong computer skills especially spread sheets

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to time.

Skills Required

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