Somalia: Base Finance/Administration Officer-Baidoa and Burr hakaba

Department**: Finance**

Position**: Base Fin/Admin Officer**

Direct hierarchy: Area Admin / Finance Officer

Contract duration**: Six Months**

Location**: **Baidoa and Burr hakaba****

Starting date: April 01, 2014

Monthly Salary: USD: 550-700

I. Main objective:

The Base Fin/Admin officer is in charge of ACTED’s field accountancy, cost controls and follow up and to oversee a variety of administrative and human resource roles in Baidoa and Burr hakaba.

II. Responsibilities:

The Base Finance and Administration Officer is accountable for the true and fair accountancy of ACTED Baidoa and Burr hakaba bases as well as office support and management and for management of the base cashier.

·Respect and follow-up the ACTED’s FLAT procedures;

·In collaboration with the Logistics / Security Officer and Area Office in Mogadishu, , send financial documents in a timely manner to the capital office.

·Collaborate with Logistics, Program and AME departments.

As FLAT focal point for Baidoa and Burr-hakaba, ensure an efficient flow of information to the Mogadishu Office and FLAT procedures followed by all departments.

Specific responsibilities include:

Finance

·Monitor the FLAT system, procedures and mechanisms in place at ACTED Somalia bases and prepare reports and recommendations to line manager in the case of irregularities or weaknesses.

·Prepare weekly updates, monthly reports and any other reports requested by line manager.

·In collaboration with the Base Logistics / Security Officer, respect and follow ACTED Finance, Logistics and Administration (FLAT) processes and procedures and ensure that ACTED’s standard FLAT system is implemented in Baidoa and Burr-hakaba

·Maintain regular communication with the ACTED FLAT team in Mogadishu to ensure effective implementation of ACTED’s programs.

·Work closely with Logistics department to ensure the accurate and timely receipt of all FLAT documentation to ACTED’s Mogadishu base and finally to Nairobi.

Accounting

·Control advances given to staff;

·Daily updates to cashbook

·Mid Month cash book review at Base level and sent to Area Office

Cash

·To supervise cash management while observing ACTED procedures and supervise the Cashier.

·Responsible for preparation and follow up of Cash Request and Cash Flow with Area Office

·Responsible for checking and signing Cash Checking documents

Payment Procedure

·Responsible for signing purchase order (Check allocation & Procurement Scenario)

·Responsible for signing payment voucher before payment is processed by the cashier (check all documentation is fully signing)

Support Filing for all Departments:

·Finance Department - Responsible for final check of Base office vouchers (monthly basis)

·Finance Department - Responsible for supervision of filling process and proper flows with Area Office (monthly basis)

·To ensure with program, AME and logistics departments that relevant copies of project related financial, logistics, administrative and programme information are in a designated project file at the Base Office while original documents are sent to Mogadishu Office on regular basis.

HR/Administration

·Responsible for handling Administration and Human Resources issues at Baidoa and Burr hakaba Base Offices such as ensure the proper use of attendance sheets.

• Ensure that`ACTED HR policies and procedures are adhered to by all staff members at

  the base level.`
  

• Prepare and check attendance/time sheets on regular basis.

• Ensure that staffsin Baidoa and Burr hakaba signed their pay slips on monthly basis
• Maintain personalfiles for all the staff in the bases.

• Maintain leave`follow-up and ensure these documents are submitted to Area office in a

  timely manner;`
  

• Liaise with authorities in case of need and if requested.

• Receive visitorsto office and respond to their needs;

Performs other relevant duties

I. **Qualifications/Required Profile**

• Minimum of a bachelor’s degree in Business Administration is preferred
• At least 3 years of relevant work experience within the NGO and humanitarian sectors.

• Experience in working as a Finance/Admin Officer on accounting/financial`management of programs with international, non-profit organizations as

  well as experience in providing administrative support to an international
   organization HR related matters will be an added value.`
  

• Must be a Somali national with good communications skills(both oral and written)

• Experience with computerized accounting and strong organizational and leadership skills.
• Excellent oral and written English and Somali fluency required.

• Strong`team player of high integrity, pleasant personality, ability to work under

  least supervision and meet strict deadlines.`
  

• Computer literate and with excellent I T Knowledge.

• Strong people management and leadership skills;

Application procedure

Qualified persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae, three work related referees and daytime contacts to ****kenya.jobs@acted.org**** and received on or before 5.00PM on 21 March 2014.**

Please indicate the position you are applying for clearly on the subject line.

Please note that only the shortlisted candidates will be contacted.

ACTED is an Equal Opportunity Employer, qualified female applicants are highly encouraged to apply.