Organization Profile: Secours Islamique France (SIF) is a
Non-Governmental Organization of international solidarity based in
France.
Founded in 1991, SIF is a non-profit
and non-political organization dedicated to alleviate the suffering of the
poorest people. SIF acts wherever humanitarian and social needs require
mobilization of emergency relief and implementation of development
programs.
Job Title: Finance & Admin Assistant
Supervisor: Regional Administrator
Location: Nairobi, Kenya
Functional Links: Admin Assistant in Field Offices
Duration of Contract: 6
Months
Expected Starting Date: ASAP
Monthly Salary Range: As per Experience (Starting from 50,350 KES Gross)
General Responsibilities
With the support and under the
supervision of the regional Administrator, the Finance & Admin Assistant is
responsible of all the reconciliation of the accountancy of the regional office
and other administrative issues, as delegated by the regional
administrator.
Collaborate with the regional
administrator for the daily administration and follow up of activities.
The incumbent will conduct his or her
duties in respect of the Secours Islamique France (SIF) policies.
SIF intervenes without any
affiliation for politics, religion or financial profit.
The incumbent will direct his or her
activities and engagements without preoccupation of political, racial or
religious affiliation.
SIF expects that its staff and contractors’ professional conduct reflect proper behavior in accordance with local culture and traditions.
The incumbent assures the moral
protection of the name of SIF and defends in all circumstances the interests of
the organization.
Specific Responsibilities
Line Management
Specific Responsibilities
Line Management
- Report technically to the Regional
Administrator
Accountancy and Financial
Management
- Daily update of the accountancy according to
the project activities and Finance and Administration needs;
- Double check of records, according to SIF
procedures;
- Verify that all the receipts/invoices are
correctly filled and they are eligible for SIF accountancy (indicating:
date, details of the supplier, clearly written the amount with the stamp
PAID);
- Check & maintain the right allocation of
expenses to right budget line and project at the field level.
- Archive all the relevant administrative and
accountancy documentation in the proper way indicated by the Administrator
and according to SIF procedures;
- Collect the statement of Bank Accounts by the
next working day of the following month;
- After monthly closure scanning of accountancy.
- Fill properly the monthly reconciliation form
for each cash and bank, to be signed by the regional administrator;
Cash management
- Supervise the cashbox and accounting
management. Line management has the right to verify randomly the cash box
balance.
- Receive cash projections and coordinate with
the field offices for fund transfers
- Check the Invoices, process all approved
advances, payments and record the information and transactions in cash
book.
- Daily updation of cash book.
- Withdraw from the bank account under regional
Admin or Head of Mission request.
- Close the cashbox and cash book on the last
working day of each month and do physical cash count with regional
Administrator.
HR management
- Support the regional administrator in
the contractual placement of the human resources and keep the records of
all staff updated.
- Organize administrative briefing for all new
employees.
- Keep track of paid
leave/holiday/overtime/compensation and R&R for the staff.
- Make payment of salaries;
- Prepare the end of contracts documents (work
certificate, annual leave, pay sheet, discharge of liabilities.
- Participate to all other aspects related to HR
management (Evaluation follow up, disciplinary procedures etc)
- Work as liaison between staff and regional
administrator in order to smooth any problem and maintain a high standard
of HR management;
Administration
- Pay suppliers under Program Coordinator and
regional administrator request and double check the acceptability of the
expenditure;
- Support the Logistics Department in filling
the yearly office assets inventory.
- Develop administrative training for the field
staff where needed. Ensure respect and implementation of SIF
administrative procedures in the base.
- Ensure the full confidentiality regarding
financial and human resource information.
Reporting
- Provide weekly, HR & finance report to the
Regional administrator.
Coordination
- Ensure and facilitate the communication and
information sharing within the team and the department, and contribute to
the team responsibilities;
- Work in close collaboration with other
departments.
Others
- Undertake all other duties that may be
determined by the regional administrator and that are compatible with the
job.
Profile Required:
- Qualification: Minimum bachelor’s degree in
Finance/Administration or equivalent in accounting, management,
Administration.
- Languages: Fluent English
- Computer skills: Excellent knowledge of Word
and Excel.
- Professional experience: 3-4 years in a
similar position, preferably with an INGO.
- Qualities required: Rigour, dynamism, honesty,
interest for humanitarian issues.
Please submit your application (CV,
cover letter, references) at the attention of: apply.sif@gmail.com thanks to
use basic excel, word or PDF format) not later than Jan 19, 2015.
Please clearly mention the position title in the subject line.
SIF is a equal opportunity employer, females are encouraged to apply.
Only short listed candidates will be
contacted.
