Job Description

Vacancy Number: WHHSOML/VN001/2024

Posting date: 09th January 2024– 22nd January 2024

Location: 50% Burao and 50% Hargeisa

Objective of the Position:

The Finance/Admin Assistant will take the lead in assuring the implementation of all financial

management standards, and consistently enforcing internal controls and compliance with financial

policies and procedures in the projects. This includes:

Ensuring that project funds are correctly managed according to the specifications of Welthungerhilfe and co-financers.

This includes liquidity planning of project, fund requests, bank transactions, bookkeeping,

preparing of end-of-month accounts and of prompt financial reports / the financial part of

reports on expenditure of funds in cooperation with Finance advisor or Head of Finance in the country.

Ensuring that documentation of data, account assignment and bookkeeping entries are

carried out correctly and timely manner in bookkeeping Software.

Preparing  documentation  that  Head  of  Project  and/or  PPO  can  assume  budgetary

responsibility (expenditure and budget control)

Correctly managing project inventory and vehicle fleet

Instructing, advising and supervising of local administrative staff

Check the vouchers and the relevant supporting documents (quality, authenticity, reliability,

accuracy, and fairness).

Implement cash payments for fieldwork activities

Responsible to:

Head of Project (Administrative Line Manager) Head of Finance (Technical)

Supporting the Head of Project prepare or revises the project or co-financing budget in

terms of formal correctness.

Regularly informing the Head of Project about the project's financial status

Supporting the Head of Project with the liquidity planning of the project

Core Duties and Responsibilities:

Checking national law and its relevance for Welthungerhilfe

Ensuring correct personnel management within the project. This involves preparing and

monitoring contractual standards for local staff.

Ensure the correct filing of all the financial and administrative documents.

Scan and copy the key financial and administrative documents.

Prepare a weekly field plan of vehicle movements.

(i)     Organize the opening of tenders and support the procurement coordinators in taking minutes and notes.

(j)     Assist when needed in collecting quotations, delivering purchase orders, and following up on the delivery of the goods by the suppliers.

(k)  Follows up on the issuance of GRN and updates the procurement status report; prepares payment requests; and follows up on supplier payments.

(l)     Fulfillment of any other tasks that are assigned by the management and correspond in general with the character of this position.

(m)  Follow up on the vehicle’s maintenance

(n)   Undertake all logistical, administrative, and financial arrangements for organizing meetings, workshops, events, and missions.

(o)   Provide administrative support for audits of programmed projects and support the implementation of audit recommendations.

(p)   Makes travel arrangements, booking of flights, and hotel accommodation for visitors.

(q)   Ensures utility bills and invoices (rent, hotel payments, flights, etc.) are paid in a timely manner.

(r)    Monitor the availability of supplies (spare parts, stationary, etc.) and arrange for replenishment.

Experiences and Qualifications

 Bachelor’s degree in business administration finance or management.

2  years professional experience in Finance and Administration

Professional Experience

Experience in the administration of co-financed projects particularly INGOs

3. Excellent coordination and organizational skills, including ability to work under pressure.

Language Skills

Excellent spoken and written English and Somali.

Strong analytical skills.

Personal Skills

Proven ability to work independently on own initiative

Ability to pay attention to details with the capacity to mitigate strategic risks.

High integrity

Skills Required

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