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Finance & Admin Officer Job Vacancy

Organization: Adeso

Position Title: Finance and Admin. Officer – 1 Position

Reporting to: Program manager

Working with: Program and support teams

Program / Duty station: Galkacyo

Duration: 1 year

Starting date: Immediate

Organisational Context: Adeso is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive.

Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming.

We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.

For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. Currently, Adeso has programs in Somalia, Kenya and South Sudan.

Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.

Position Summary: The incumbent will be responsible for overall management of finance activities of the projects in Galkacyo Somalia to enable the project activities to proceed with maximum efficiency while adhering to Adeso’s policies and procedures.

Based in Galkcayo the finance officer will be a full-time member of the Adeso team and will play a crucial role in the management of the finances affairs of the projects and the office.

Specific Roles and Responsibilities
  • Provide Accounting support to the project and management while ensuring compliance with internal controls, donor regulations and budget restrictions
  • Record accounting transactions including coding of payment vouchers before making payment, and ensure an efficient, proper and transparent financial filing system of all documents relating to finance are maintained (e.g., monthly payment of bills, contracts, rent and local salaries.)
  • Prepare and examine accounting records, financial statements, and other financial reports and ensure accuracy, completeness and conformance to reporting and procedural standards
  • Plan for cash flow requirements for the project and submit updated cash forecast and monthly cash requests to the Project accountant on a timely basis.
  • Process and make payments as provided in the approved budget
  • Ensure timely recovery of all advances including travel and mid-month advances and provide monthly update of any outstanding advances to the Finance officer
  • Assist with facilitation of internal and external audit procedures as required.
  • Ensuring compliance and enforcement of internal policies, donor regulations and budget restrictions on all projects.
  • Ensure proper procurement procedures are adhered to at all times, including maintaining of vendor contracts, lease agreements, and any other service contracts as may be required.
  • Ensure that proper authorization is obtained for all disbursements. Assess accuracy and completeness of documentation and conformity with reporting and procedural standards.

HR & Admin Duties
  • Orientation - Arrange and monitor induction for all staff and ensure that meetings are arranged, objectives met and that feedback is obtained.
  • Employee Database Management - Maintain the staff database (currently to be on Excel) and the personnel files for all staff in the Programs; and collect and maintain basic details for all staff.
  • Separation - To ensure that when a member of staff separates from the Organization exit interviews are conducted, equipment or documents are retrieved, final payments have been arranged with Finance and that the personal file is closed.

  • Monitor dates relating to balances of Annual leave and sickness absence and advise staff accordingly.
  • To ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required. To ensure that staff have current National Hospital Insurance Funds cards.
  • To process insurance claims on behalf of staff and ensure that all relevant policies are up to date.
  • To keep management informed of contracts end dates, probation dates, Performance Review dates and constantly ensures that the contracts database is up to date.
  • Assist in the identification of best practices within and outside of Adeso and help in the documentation and implementation of such practices
  • Help in assessing any system gaps and bottlenecks to improve the system.

Skills and Qualifications
  • Commitment to Adeso’s mission and vision
  • Vast experience and knowledge in handling multi donor projects (USAID,EC,DFID and UN Agencies)
  • Certification in Accounting and Finance (ACCA, CPA or CFA).
  • University Degree in Business or Public Administration desirable.
  • At least 3 years of relevant finance experience at the national or international level.
  • Strong Knowledge and experience of institutional donor funding requirements, particularly European commission, UN agencies, DFID and USAID.
  • Ability to train staff on Donor rules and regulations
  • Ability to multi-task and effectively handle stressful situations.
  • Excellent verbal and written communication skills in English and Somali.
  • Strong interpersonal skills and ability to establish and maintain effective working relations with a team.
  • Proficiency in computer applications such as MS Office and Accounting software packages.

Application Process

This is a challenging opportunity for a dedicated and highly motivated professional.

If you would like to join this dynamic team and, please submit your application to quoting the position in the email subject matter by March 19th, 2014.

Each application should be addressed to the Regional Human Resource Manager and include the following:

  • An updated CV; and
  • An application letter which should include remuneration requirements and contact information for three work-related referees.

Applications not including all of the above information will not be reviewed.

Only short-listed candidates will be contacted.

Adeso is an equal opportunity employer and female candidates are encouraged to apply.

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