Job Description

TITLE: Temporary Finance Assistant (Maternity Cover)

TEAM/PROGRAMME: Finance

LOCATION: Galkayo

GRADE: 5

CONTRACT LENGTH: 7 Months

CHILD SAFEGUARDING: (select only one)

Level 1:  the role holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; therefore, a police check will not be mandatory unless the content or location of the role changes, in which case the Child Safeguarding level will be reviewed.

ROLE PURPOSE:

The temporary finance assistant is a maternity cover role based in Galkayo and will be responsible to manage the receipt and disbursement of funds and maintaining accurate financial records.

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: Finance Officer

Staff reporting to this post: None.

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:

• Ensure that all collections and payments are done against serially pre-numbered cash receipt and cash payment vouchers.
• Collect funds and make various payments as per the authorization and approval of Budget Holders and in accordance with Save the Children’s financial management policy in the absence of the Cashier.
• Distribution of field payments and ensuring that all necessary information and documents are provided before payment is made.
• Support and facilitate all field payment for the Office and check the documents before the it is paid.
• Manage cash balances and transfer in all related projects to ensure that sufficient balances are maintained for ongoing activities while preventing high cash closing balances.
• Preparation of Floats and subsequent follow up and ensure timely clearance of outstanding floats and inform the Finance officer on long standing floats regularly in emergency.
• 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.
• Prepare the Petty cash GLACOS, input the data on daily basis and share with the Finance officer on daily bases for further review.
• Carry out weekly, monthly and spot cash counts with senior managers in reconciliation to the actual balances in the reports.
• Ensuring prior approval from relevant senior managers, where necessary send cash to the field (cash replenishment and other requests) by the approved means and ensures receipt of remittances.
• Make sure that expenditures have been coded to the correct grants and have been approved by the relevant budget holders within the SOD limit. Make sure only payments approved in line with the SOD can be released for payments.
• Make sure that cash management thresholds and cash hours are followed all the time.
• Reconcile the outstanding float and make necessarily follow up for any floats before outstanding beyond the limit.
• Responsible to dispatch all cash paid to the suppliers and beneficiaries and ensure receipt of receipts/remittances.
• Maintain optimum cash balances and advise the Finance officer when there is need for cash replenishment.
• Maintain and update cash book and perform daily cash reconciliation for all currencies.
• Keep custody for the cash in hand and the cheques into the cashbox. Perform physical checks all the time.
• Comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities, and other relevant policies.

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 

• Bachelor degree of Accounting, Finance, Business Administration, or related field.
• Minimum 2 years relevant work experience within a busy working environment such as local NGOs, INGOs, financial institutions etc.

EXPERIENCE AND SKILLS

Essential:

• Computer skills, especially MS Excel and MS Word
• Demonstrated proficiency in written and verbal English.
• Cash Management (handle, disburse and recording all transactions)
• Ability to work under pressure to meet tight deadlines.

Desirable:

• Good understanding of project implementation process.
• Knowledge on donor funding and compliance requirements

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.

Skills Required

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