Job Description

TITLE:  Finance Assistant

TEAM/PROGRAMME: Finance

LOCATION: Kismayo

GRADE: 5

CONTRACT LENGTH:

12 months

CHILD SAFEGUARDING:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The role of the Finance Assistant is to manage the receipt and disbursement of funds and maintaining accurate financial records and supporting the program in Jubaland.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Field Manager

Technically Reports:

Staff reporting to this post: N/A

Budget Responsibilities: NO

Role Dimensions Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $110million annual budget and staff over 700 staff.

KEY AREAS OF ACCOUNTABILITY

Operational Responsibilities

• Maintenance of the office petty cash and receipt and disbursement of payments as per the authorization and approval of Budget Holders and in accordance with Save the Children’s financial management policy.
• Prepare offline spreadsheets for the recording of all petty cash transactions and ensure accurate coding and latest data validation is maintained
• Manage office petty cash balances to ensure that sufficient balances are maintained, and top ups requested when necessary

• Maintain a cashbook to record the daily movement of cash including receipts and payments
• Combine all supporting documents of petty cash payments reviewed and processed into one and ensure the same is correctly named and filed in the online Data Management System
• Receipt of duly reviewed and approved payment requests and ensuring such payments are recorded on the voucher book and approved by a budget holder 
• Daily collection of all approved offline Payment vouchers, registering the details in an excel sheet and sharing with Finance coordinator or Manager for online processing of such payments.
• Drawing of checks (if any) for payments approved and recorded on voucher books and ensuring signed checks are collected by the suppliers/payees
• Generate cashier user access process payment files “SU11A” and/or “SU11C”
• Generate cashier user report payment summary report “BANKPMT” and/or Cheque Payment Summary Report” CHQPMT”
• Preparation of online payment lists for all SS AP payments and sharing with finance coordinator or Manager for disbursements to vendors and suppliers
• Ensuring supplier acknowledgements or receipts of all payments of over 5000 USD made through online banking is obtained.

• Payment of staff advances and per diems, follow up and ensuring timely clearance of outstanding floats and inform the Finance Officer on long standing floats regularly
• Actively participate in the month end closure process including preparing cash and bank reconciliations.
• Actively participate in any internal or external audit process by ensuring timely retrieval of all sample documents requested physically or electronically. 
• Ensure full compliance of financial transactions with SCI rules, regulations, policies and recording and reporting systems
• Ensure proper files are maintained and well secured in the Finance Department to enable a complete audit trail from the Agresso FMS accounts records to supporting documentation and vice versa.
• Comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities, and other relevant policies.
• Ensure the effective and efficient use of all SC resources to keep costs low and ensure the security of staff.
• Perform any other related duties as required.

BEHAVIOURS (Values in Practice)

Accountability:

-       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.

Ambition:

-       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

-       widely shares their personal vision for Save the Children, engages and motivates others

-       future orientated, thinks strategically and on a global scale.

Collaboration:

-       builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters

-       values diversity, sees it as a source of competitive strength

-       approachable, good listener, easy to talk to.

Creativity:

-       develops and encourages new and innovative solutions

-       willing to take disciplined risks.

Integrity:

-       honest, encourages openness and transparency; demonstrates highest levels of integrity

Experiences and Qualifications

Qualifications

Diploma/Bachelor Business Administration such as accounting, banking, finance or any other socials science.

EXPERIENCE AND SKILLS

Essential

• Minimum 2 years proven work experience within a busy working environment, [preferably with Humanitarian organizations
• Computer skills especially in Ms Excel, spread sheets and Ms Word
• Cash Management (handling, disburse and recording all transactions)
• High level of integrity and ability to work as part of a professional team
• Ability to work under high pressure to meet tight deadlines.
• Good communication and interpersonal skills
• Commitment and willingness to deliver results

Desirable

• Working knowledge of Agresso accounting package
• Previous work experience with INGOs

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, all employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Diversity, Equity, and Inclusion,

At SCI, we uphold the principle of equal rights and opportunities for all our employees. In our commitment to fostering a more inclusive workplace and addressing gender gaps, we have implemented additional efforts aimed at supporting female qualified candidates: -

• Maternity leave (6 months)
• Annual Leave 30 working days
• 10% *gross salary. (female allowance)
• 1.5 flexible working hours for lactating mothers

Qualified candidates with disabilities are strongly encouraged to apply.

Skills Required

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