Finance Assistant- Archiving – Mogadishu, Somalia

TITLE: Finance Assistant- Archiving.

TEAM/PROGRAMME: Finance

LOCATION: Mogadishu

GRADE: 5

CONTRACT LENGTH: 12 Months 

CHILD SAFEGUARDING:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The role holder will be responsible for maintaining an up to date filing system for all Mogadishu office Finance operations. Specifically, the Finance assistant will manage the data management system and physical files in the area office

SCOPE OF ROLE

Reports to: Area Finance Coordinator

Role Dimensions 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 650 staff

KEY AREAS OF ACCOUNTABILITY:

Documentation and digital Archiving

·         Maintain neat, accurate, easy to trace and user-friendly financial filing system for all financial documentations on monthly basis in separate designated shelves/folders

·         Scanning all payment vouchers/payments processed manually on monthly basis and ensuring the same is uploaded into the electronic file folders in the data management system.

·         Receive all approved and processed remittance proposals, bank advise slips and other payment packs,  combine into one document and upload into the electronic file folders in the data management system.

·         Coordinate with all field offices finances officers/ assistants and ensure all field financial data is updated in the electronic folders for each office

·         Receive and review all payments vouchers prepared electronically, ensure completeness and clarity, combine where applicable in a systematic manner and upload them in to the DMS

·         Review and receive all Field office financial vouchers; properly and systematically label them and store them safely.

·         Maintain a separate file for the bank payments, petty cash, bank transfers and payroll documents on a monthly basis

·         Ensure that all files are kept properly in a professional filling system and office correspondences are dealt with on time.

·         Facilitate access to financial documents by Save the Children staff, auditors, donor representatives and other relevant parties.

Audit retrievals and facilitation

·         Receive and review audit sample list and ensure the same is retrieved from the physical files or electronic folders

·         Avail all retrieved documents as per the audit sample for review to the designated audit focal person within the timeline agreed

·         Created electronic links and upload all vouchers sampled in case the audits is performed remotely.

·         Check and arrange the documents, photocopy and re-file into original files while sending out Sample documents as per deadlines

·         Assist the Area Finance Officer for periodic check done at least once every month based on a sample check on the major procurements and contracts based on the high-risk amount

·         Assist the Area Finance Officer in facilitation of internal and external audit procedures as required.

·         Address audit comments on time and work in close relationship with field offices and partners finance staff on audit matters

Other Tasks

·         Responsible for putting Paid Stamp on financial documents and file them sequentially on a daily basis.

·          Comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities and other relevant policies.

·         Generate cashier user access process payment files “SU11A” and/or “SU11C”

·         Generate cashier user report payment summary report “BANKPMT” and/or Cheque Payment Summary Report” CHQPMT”

·         Perform any other related duties as required and assigned by the line manager.

·         Support the Area Finance team by facilitating payments and making sure that all documents are complete, compliant, and have full budget codes.

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