JOB TITLE: Finance Assistant – Medair Yemen

LOCATION : Aden

REPORTING TO: Finance Manager

OVERALL PURPOSE

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. The Finance Assistant supports many of the financial activities of the programme.

On a day-to-day basis, the Finance Assistant carries out a variety of accounting functions required to ensure the financial needs of the programme are met and that all financial transactions are carried out and recorded with integrity and in accordance with donor, Global Support Office (GSO) and field guidelines.

PROJECT OVERVIEW

Medair is growing at a steady rate in Aden Capital base. Planned integrated responses include provision of Water, Hygiene and Sanitation (WASH) as well as primary health care and nutrition, with a particular focus on children and mothers

FUNCTIONAL LINKS

Internal:

Finance Manager, Finance Officer, other Finance Assistants, Logistics Manager, Al Dhale’e Finance team

External:

Banks, finance entities, audit firms

Responsibilities:

GENERAL TASKS  

• Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
• Respect the Medair values at all times, both within and outside of working hours
• Know, understand, and comply with Medair internal policies and procedures
• Follow the Medair Security Plan and policies at all times
• Adhere to Medair Nationally Recruited Staff (NRS) handbook

FINANCE & ACCOUNTING

• Carry out the day-to-day accounting functions of the programme
• Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and donor requirements
• Ensure effective audit trail is in place and all supporting documents are availed before paying any transaction
• Manage cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed
• Conduct regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies
• Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made
• Paying staff salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate parties
• Supporting colleagues in cash handling and financial transactions, providing coaching and guidance as required
• Produce accurate monthly accounts within the agreed timeframe, including the compilation and finalization of monthly expense sheets (PDFs and Field Connect) for all cash and bank accounts
• Gather Cash Needs Forecast from budget holders and logistics staff and consolidate it in the monthly cash needs forecast for the Medair Yemen Programme in Aden, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met
• Focal point for the NRS payroll preparation including short-term contract staff and casual labourers. Gathers necessary data from HR/Admin in the field location and review monthly payroll list and schedule salary and other related payments.
• Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies
• Conduct regular internal audits and report immediately any possible fraud or theft
• Assist with budget preparation, including providing financial analysis on account spending.

ADMINISTRATION

• Ensure a clear and transparent paper trail is adhered to for all financial transactions and that all filing and archiving is in line with Medair and donor requirements which follows international accounting standards.

COORDINATION & REPORTING

• Maintain open and frequent communication, where applicable, with the Finance Manager, field management and the GSO Finance Assistant concerning all financial issues
• Ensure colleagues are informed of the required finance procedures, and be available to answer any finance related questions and to provide coaching and guidance as necessary
• Submit weekly activity plans and reports to your line manager by email
• Work closely with colleagues and line manager to mitigate the risks of loss and fraud through open and transparent relationships and complete and accurate paperwork
• Ensure relevant reports are produced in a timely manner

QUALITY MANAGEMENT

• Adhere to all financial internal controls and other operating procedures, ensuring that all standardised formats are used and guidelines are followed

SECURITY

• Ensure all cash is locked in the safe at all times
• Ensure cheque books are stored in a safe location
• Ensure only authorized people enter the finance office

TRAINING

• Train new staff and relevant people in the right use of finance documents according to the  Medair Finance Manual

QUALITY MANAGEMENT

• Maintenance of accurate and timely accounting records for all financial transactions
• Filing and retrieval of accurate supporting documentation for all financial transactions
• Management of cash and, where applicable, bank payments, ensuring the security of all funds

OTHERS

• Any other reasonable duties related to the above areas

Role Qualifications:

Role Competencies:

WORK CONDITIONS

Position will be based in the Medair Aden Office.  The position holder should be flexible on time depending on the project needs.

Working hours are 08:00 to 16:30 with 30 minutes for lunch.

SALARY

According to Medair standard salary scale

JOB COMMITMENT

TYPE OF CONTRACT: Fixed Term Contract

START OF COMMITMENT: 14.02.2021