Background of Somalia NGO Consortium
The Somalia NGO Consortium is a voluntary mechanism that brings together local and international NGOs working in Somalia to encourage information sharing, cooperation, coordination and joint advocacy in order to better work together to improve the lives of Somalis affected by conflict, natural disasters, poverty. The Consortium aims to facilitate a more coherent NGO voice and assist NGO members to channel their concerns and suggestions to appropriate decision makers in the most effective format. Having already established itself in Nairobi, Garowe and Hargeisa, the NGO Consortium is in the process of establishing its presence in Mogadishu to better serve the needs of members present.
Overall objective
The purpose of the Senior Finance & Admin Officer is to manage all financial and admin support activities for the Somalia NGO Consortium.
Key Responsibilities
The Senior Finance & Admin Officer is a national position and reports to the Director and is part of the Somalia NGO Consortium team with offices in Mogadishu, Hargeisa, Garowe and Nairobi. The incumbent will work with Care International to ensure that all financial transactions are in accordance with CARE Somalia’s policies and procedures.
Specific Tasks:
Ensure that all financial transactions are in accordance with CARE Somalia’s and the Somalia NGO Consortium policies and procedures
• Before posting an invoice the Finance Officer must ensure all documents have sufficient approval and signing authority
• Check the mathematical accuracy of the transactions
• Inspect the Purchase Requisition Form (PRF) to obtain the expense coding information
• Determine whether the vendor has an outstanding balance and modify the entry to reflect the outstanding balance
• Before posting a disbursement (cheque or cash) request form, you must determine whether; the request is adequately supported by documentation and has been properly approved
• Before posting a Travel Expense Report (TER), will ensure that there is sufficient signature authority for payment
• Scrutinize and ensure that all payments made are related to mission policy, are clearly documented and conforming to donor regulations
• Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts
• Review entries in PAMODZI related to the NGO consortium and ensure they are properly entered with correct account codes and fund codes
• Liaise regularly with budget holders
Monitoring and collection of receivable and payable
• Review all sub-ledger balances on a weekly basis and collect outstanding receivables
• Ensure that reminders for all outstanding receivable are sent to staff responsible and make follow up on the collection
• Ensure that all cash receipts are recorded and banked promptly and intact
• Ensure that all deductions where applicable are done on a monthly basis
Treasury and Cash Management
• Ensure strong internal controls are put in place on cash and bank management in all field offices
• Ensure monthly bank reconciliations and regularly cash counts are done
• Ensure that the sub-office has cash at all times and maintaining minimum balances in the accounts
• Submit monthly cash flow needs on or before the due date
• Prepare the cheques based on the register and submit them and “payment packages” to an authorized cheque signatory
• Ensure that vendor statements are reconciled and records kept of what have been paid/outstanding
• Ensure that statements are presented on a monthly basis for review
PAMODZI/People Soft Database Administration and Management
• Set up and maintain chart of accounts segments after receiving instructions from Nairobi
• Perform any other database administration and system administrator functions as may be advised by the Director and Care Finance Manager
Sub-Office Operations
• Provide support to field staff, and work closely with them to ensure that financial information is accurate and up to date.
• Facilitate the monthly closure of the financial transactions at the sub-office and ensure that the report is sent to Nairobi on or before the due date
• Ensure that all sub-office finance related issues that may arise out of the monthly financial review are followed up and addressed conclusively
• On a monthly basis prepare bank reconciliation
• Ensure that the sub-office accounts for all cash receipts received on a monthly basis
• Grants Management
• Maintain a master budget for the NGO Consortium, update the funding situation and advise the management on any funding gap
• Ensure timely budget proposals are done and in reference to the master budget
• Ensure timely and accurate monthly budget verses actual reports are produced and discussed with the management
• Ensure timely donor reports are done and are in compliance with the donor rules and regulations.
• Ensure that there is a tracking log of funds available, proposals in pipeline, income and other relevant information
Administrative
• Analyse the phone bills, produce private bills for private usage and a summary report
• Manage the purchase, distribution, use and repairs of all office equipment (e.g. computers and photocopier)
• Ensure that all computers have appropriate software
• Ensure that there is appropriate accommodation and furniture for both office and residential needs and that there is a valid lease contract
• Negotiate any changes to the property contract, or improvements to the property, with INSO Somalia and the landlord
• Manage all domestic arrangements. This includes both managing domestic staff and overseeing the day to day running of the house (e.g. monitoring costs)
• Oversee all administrative filing and records, and archiving
• Ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement
• Provide support to the office in all other administrative matters
Logistics
• Organize for the purchase and delivery of goods to support the office and its work
• Receive and distribute goods in a professional manner (count goods in and out, make sure that paperwork is complete)
• Oversee the stores
• Ensure that all logistics and stores paper work is properly completed and stored (e.g. delivery notes, stock cards)
• Provide support to the office in all other logistics matters
Other Duties
• Ensure that all supporting documentation and audit information is prepared and ready for audit purposes
• Ensure that all supporting documentation to donors’ is prepared and sent on a timely basis as may be required
• Assist in the coordinating all that is required as and when either CARE USA or external auditors schedule audits for the sub-office
• Supervision of the staffs
• Travel to Somalia/Somaliland as and when required attending to and providing support and training on financial related issues
• Support other functions within the NGO Consortium when required
Skills and Competences:
Required
• A Business related degree/diploma
• A holder of a CPA II
• Minimum 3 years’ experience in accounting, with preference for additional experience in financial management
• Understanding of computer applications in respect to basic accounting, payroll management, cash control, etc. At a minimum this would include an understanding of PAMODZI/people soft or any other accounting system and Microsoft Office Tools (Word, Excel, PowerPoint, Outlook), advanced knowledge of Excel
• Good interpersonal skills
• Good supervisory skills and experience
• Good communication skills in both verbal and written English
Desirable
• Prior experience of working with NGOs
• Experience with handling confidential data
*Languages:*
• English (working language): fluent with excellent writing capacities
• Knowledge of Somali would be of added benefit
HOW TO APPLY:
Candidates who are interested in the position should send their applications online to info@somaliangoconsortium.org to be received no later than Friday, March 31st 2017, 6:00PM. The applicant should be titled “Senior Finance & Admin Officer” and should include the following:
• Maximum one page expression of interest/cover letter
• Resume/Curriculum Vitae
• 2 references
Only shortlisted candidates will be contacted.