TITLE: Finance Assistant

TEAM/PROGRAMME: Finance

LOCATION: Mogadishu

GRADE: 5

CONTRACT LENGTH: 12 Months 

CHILD SAFEGUARDING:

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

SCOPE OF ROLE

Reports to: Finance Officer

Number of directly reporting to: None

KEY AREAS OF ACCOUNTABILITY:

• 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.
• Receipt of duly reviewed and approved payment requests and ensuring such payments are recorded on the voucher book and approved by a budget holder
• Drawing of checks for payments approved and recorded on voucher books and ensuring signed checks are collected by the suppliers/payees
• Daily collection of all approved Payment vouchers, registering the details in an excel sheet and sharing with Finance coordinator or Manager for online processing of such payments
• Ensuring supplier acknowledgements or receipts of all payments of over 5000 USD made through online banking is obtained.
• Maintenance of updated vendors/supplier bank account details database
• 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
• 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
• Keep a tracker and record all monthly payments requests submitted to the finance office.
• Actively participate in the month end closure process including preparing cash and bank reconciliations.
• Ensure secure and orderly filing of all financial records and documentation of the area office expenses on monthly basis
• Combine all supporting documents of payments reviewed and processed electronically into one and share with archiving designate for filing and back up
• Actively participate in any internal or external audit process by ensuring tmely 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 in order to keep costs low and ensure the security of staff.
• Perform any other related duties as required

COMPETENCIES AND BEHAVIOURS (our Values in Practice)

Applying Technical and Professional Expertise

• Makes decisions based on professional expertise and experience without deferring unnecessarily to others
• Shares knowledge and best practice on technical solutions so that others can make best use of that expertise
• Actively seeks new ways to develop the application of technical and professional standards within the team

Delivering Results

• Delivers timely and appropriate results using available resources
• Takes responsibility for their work and its impact on others
• Plans, prioritizes and performs tasks well without needing direct supervision
• Understands the link between their work and the organization’s objectives

Working effectively with others

• Actively listens to new and different perspectives and experiences of those they work with
• Proactively supports team members and trusts their capabilities
• Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups

• Clarifies their role and responsibilities within the team to maximize impact

QUALIFICATIONS AND EXPERIENCE

• Minimum 2 years proven work experience within a busy working environment, preferably INGOs
• Computer skills especially in Ms Excel, spread sheets and Ms Word
• Cash Management (handle, 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 requirements

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

Date of issue:  03/10/2020                     Author: Finance