Finance & Administration Assistant
Description of Unit/Department:
The Finance department is responsible for ensuring a sound
management of the financial resources entrusted with the Somalia country office
and to ensure that there are effective procedures in place to facilitate
internal controls and accountability of funds to all stakeholders including the
local partners (DHBs).
Main Purpose of the Role:
The Finance and Administration Assistant has overall
responsibility for ensuring that support activities at the Nairobi and field
offices are conducted with efficiency, within budget parameters and in
accordance with Trocaire Somalia Programme policies and procedures.
He/she works in close collaboration with the Zonal Coordinators,
Nairobi Finance and administration staff, Program Support Manager and the
Programme support staff both in Nairobi and Somalia to achieve the strategic
and operational goals of the Program.
Reporting to:
Finance and Administration Manager – with daily coordination
with Finance and Administration Officer, Nairobi and Zonal coordinators
Responsibilities
·
Assist reviewing monthly field
documents/requisitions, ensuring they are properly supported, approved and
filed
·
Ensuring that payment requests are in
line with the finance procedures and that the procedures are used to guide the
financial operations in the office.
·
Follow up and ensure that funds for
all approved monthly requisitions and other payments are transferred to the
field before the 10th of every month.
·
Follow up for confirmation of funds
transferred to the field stations ensuring such confirmations are filed
together with the payment vouchers.
·
Assist in monthly petty cash and bank
reconciliations
·
Assist the Finance team in the
preparation of monthly financial reports as may be assigned
·
Assist in facilitating funds transfer
to field stations based on approved requisitions prepared from field and
approved by the Country Director.
·
Assist with retrieving information
and documents to support the internal and external audit processes as per
auditors’ requests.
·
Assist in checking that all Gedo
staff payrolls received from the field have been fully signed by all staff
before filing.
·
Maintain a log for all DHB and
Trocaire staff timesheet submitted and follow up on a monthly basis the staff
who have not submitted
·
Ensure proper filing of financial
documents, data and other correspondence for future audits and reviews,
ensuring security and confidentiality of the documents in line with
organization policy and donor requirements
·
Ensure that all payment vouchers are
stamped “PAID” before filing to avoid any audit queries.
·
Any other task that, in the opinion
of the line manager is consistent with the role
·
Ensuring proper filing of all the
contracts and agreements, monitoring status on a quarterly basis; keep log of all
payments done/due for all the contractual obligations kept in Nairobi;
Requirements
·
Degree in finance related field and/
or CPA Section 2
·
Minimum 1 year experience in a
similar role
·
Computer literate with experience in
Excel accounting packages
·
Organised and efficient worker
·
Ability to work under pressure and to
meet deadlines
·
Strong analytical abilities and
ability to prepare concise, informative financial reports
·
Strong organizational skills, with an
emphasis on time management and the ability to plan, organize and implement
various activities within a time-pressured environment
·
Ability to work both independently
and as part of a team
·
Good professional verbal and written
communication skills
·
Knowledge of the Somali language and
Environment is an added advantage
How to Apply