Admin and Finance Assistant – Hargeisa, Somaliland

UNIVERSITY OF HARGEISA  LEGAL CLINIC, HUMAN RIGHTS UNIT

JOB POSTING

Position: Admin and Finance Assistant

Background

University of Hargeisa(UOH) Legal Clinic was established in 2002 with support of UNDP and it became a partner with UNHCR in December 2006. Legal Clinic comprised of five units, Criminal unit defense, Civil Litigation unit, access to justice and awareness unit, Women and Child unit and Human Rights Unit.

Human Rights Unit which is a partner with UNHCR is the largest Unit of Legal Clinic and provides free legal aid to people in need of legal aid services, particularly to, refugees, asylum seekers, returnees, IDPs and extremely vulnerable members of the host communities in matters relating to criminal cases, civil cases, and customary law, and provides legal counseling and mediations where necessary. Legal Clinic, Human Rights unit also continuously monitoring the border and detention/prison centers and advocates and provides legal trainings, awareness raising to the host and refugee communities as well as Somaliland Law enforcements agencies and authorities. In addition to that, Legal Clinic, Human Rights Unit provides vulnerable refugee and asylums seekers shelter assistance through Conditional cash-based intervention.

UOH Legal Clinic, Human Rights Unit Project for the provision of Legal Aid Services to Refugees, Asylum Seekers, Returnees, IDPs and Host Community is aimed at improving access to national justice system for persons of concerns (PoCs) to UNHCR. As per Comprehensive Refugee Response Framework (CRRF) approach this project is also aimed at improving access to national justice for extremely vulnerable members of host communities who can’t afford to hire a lawyer.

The purpose of this position is to ensure the proper and immediate implementation of the free legal aid Project and facilitate PoCs’ access to justice.

 

DUTIES AND RESPONSIBILITIES

UOH, Legal Clinic, Human Rights Unit is looking for Admin and Finance Assistant to support the day-to-day transactions of its project, including payroll, processing payments, maintaining reports and managing quotations , invoices, purchase orders, vehicle log sheets and project administrative issues etc.

 

Main duties &Responsibilities:

Preparation of RFQs (request for Quotations) getting quotations, prepare bid analysis to seek approvals.

prepare all purchase orders and seek approvals

Draft all supplier’s contracts, Organize renewal of office lease agreement.

Ensure there is a proper filing system for procurement documents for easier retrieval and when needed and also an archive for old documents.

Ensure all office facilities and equipment are in good working condition

Ensure proper files are maintained and well secured in the finance department

Support all Project activities (workshops, community awareness sessions, training and office meetings etc.) in a timely manner

Responsible management of permanent and temporary vehicles for day to day movements.

Responsible for day to day vehicle movements controls Timely follow up vehicle maintenance

Monitor vehicles log sheet, daily fuel consumption and preparing monthly reports.

Maintaining staff attendance/time sheet records and prepare staff attendance performance report on monthly and quarter basis.

Asset tagging and update of the Asset list and prepare physical count monthly report

Manage staff Leaves, attendance sheets and timesheets; and prepare Monthly reports

Keep track of all bills, invoice, and requests and ensure timely submission to the Finance Officer

Keep proper record for utilization of office stationery and supplies

Make available all administrative forms such as staff leaves, purchase request to staff.

Create, Organize and maintain all relevant Staff/personnel records/ files which are easily accessible/ retrievable.

Draft and maintain all staff contracts including amendments and renewal contracts.

Assist in the preparation of monthly payroll sheet.

Support project relevant task on the absence of the finance officer Any other duties as assigned by the supervisor

PERSONAL SPECIFICATION

QUALIFICATIONS, SKILLS AND EXPERIENCE:

Minimum Bachelor degree in Finance, Accounting or related Business Administration field.

At least 2 years of working experience as a Finance and Admin Assistant, accounting or similar role.

Good knowledge of accounting and bookkeeping procedures

Advanced MS Excel skills (creating spreadsheets and using financial functions)

Familiarity with accounting software (e.g. QuickBooks) Organizational and time-management skills

Good interpersonal and communication skills Commitment to working in a team

Good problem solving skills and multitasking Fluency in English and Somali languages

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to time.

APPLICATION PROCEDURE

Qualified and interested applicants are encouraged to submit curriculum vitae, testimonials, recommendation letter, and a letter of interest stating suitability for the position to Hargiesa University Human Resource Office or director.hr@uoh-edu.net with the subject heading “Admin and finance Assistant” before 04 June, 2021.

 

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