VACANCY ANNOUNCEMENT

FIELD OFFICE ADMINISTRATOR, PUNTLAND AND GALMUDUG

LOCATION: GAROWE

CLOSING DATE: 15TH JULY 2022

INSO Somalia

INSO Somalia seeks to address the growing challenges of safety in the NGO community in Somalia through the provision of specialized, coordinated, and focused safety management support. It recognizes the insecure operating environment all NGOs face in Somalia and the collective value of enhancing safety preparedness and support. The project provides the NGO community with its own safety focal point and tailored safety support services through 3 main services: Research

• Analysis (provision of regular reports, safety risk assessments and briefings); Capacity building (provision of various trainings); and Response (provision of support to crisis management in response to critical incidents).

Job Summary

Reporting to the Safety Advisor (SA), the Field Office Administrator (FOA) will support administration and Logistics, as well as finance tasks and adhere to INSO Policies and procedures in Puntland/Galmudug region.

Key Responsibilities

Administration & Logistics

• Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
• Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting Puntland/Galmudug and organizing flight and hotel bookings when required for staff local travel
• Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Safety Advisor any issues or areas that need to be addressed.
• Asset follow-up: Maintain and update the inventory list as per INSO requirements in the field office.
• Support to HR management: In close collaboration with the Safety Advisor and the Administration officer Horn of Africa, the FOA shall:
• Record all INSO Puntland/Galmudug staff leaves and absenteeism.
• Ensure all INSO Puntland/Galmudug staff have staff IDs.
• Ensure that the staff regulations are known to all INSO Puntland/Galmudug staff.
• Liaise with the health insurance providers as needed.
• Ensure that the staff timesheets are properly filled and sent timely by email to the Administration officer every month for all INSO staff in Puntland/Galmudug.
• Others: Support other admin-related work related to INSO operations in Puntland/Galmudug, as requested

Finance

• Payments:
• Ensures that all payments are prepared timely and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
• Ensures that all bills are acquired and presented for payment on time.
• Accounting:
• Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
• Maintains the Financial filing system in accordance with INSO guidelines
• Carries out reconciliation of advances monthly giving justification for pending advances.
• Reporting:
• Carries out bi-weekly and monthly reporting to the Finance Assistant providing fully reconciled cash/ bank reconciliations.
• Ensures all vouchers i.e., petty cash, payments and advances are scanned and sent to the Country Office in Hargeisa monthly.