Administration and Finance Officer – Mogadishu, Somalia

TERM OF REFERENCE (TOR) & JOB DESCRIPTION OF

ADMINISTRATION AND FINANCE OFFICER

POSITION TITLE:

Administration and Finance Officer

REPORTS TO:

Chief Executive Officer (CEO) – ASU

LOCATION :

Mogadishu Office

2. JOB PURPOSE

The job purpose of the Administration and Finance Officer is to provide support in the administration and finance roles of the Association of Somali Universities (ASU). Working closely with the CEO, he/she will play a key role in the operation. The Administration and Finance Officer will have responsibility for financial administration, tracking of ASU financial transactions, office administration, documentation, and record-keeping, as well as undertaking general administration tasks under the guidance of the CEO.

3. JOB DESCRIPTION: Responsibility

·         Develop and maintain effective office systems (e.g., office maintenance, fixed assets, supplier contact & IT support,) ensuring these are consistent with ASU operating requirements.

·         Plan and administer all day-to-day activities of the association with the guidance of the CEO.

·          Support the efficient running of the association’s office daily operations.

·         Prepare meeting minutes and take attendance of the meeting participants.

·         Ensure all procurement and logistic processes are following the ASU policies and regulations.

• Maintain personnel and member institutional records ensuring the confidentiality of records.

·         Documentation of all necessary data and information.

·         Keep financial records and perform financial procedures (e.g., receipts, payment requests, petty cash).

·         Ensure expenses are authorized and processed following the association policies and procedures.

·          Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations.

·          Maintain accounting records, ensuring they are complete, accurate, well archived, and safeguarded.

·         Effectively comminate and share weekly updates to the Chief executive officer (CEO) as per agreed.

·         Track the payments of the financial contribution of the association member institutions.

·         Reviews payment requests for accuracy, completeness, compliance, level of authorization, and clarity on the invoices.

·         Performs all other tasks as assigned by the immediate supervisor.