Job Description

Position Title: Admin & Finance Assistant
Project Location: Yemen, Shabwa Gov.
Based: Shabwa 
Posting Date: 27-AUG-2024   
Application Deadline: 31-AUG-2024
Position Category: Full-time  
Languages Required: English / Arabic  
Duration of Initial Contract: 3 months with property of extension

Background

The Society for Humanitarian Solidarity (SHS) is a nonprofit humanitarian NGO based in the in Aden, Yemen. It was founded in 1995.The SHS provides assistance to refugees and migrants who arrive in Yemen every year. The organization also assists the local community in Yemen. The NGO won the Nansen Refugee Award, dedicated by the UNCHR. SHS has partnerships with UNCHR, OCHA, and WFP.

Position Summary:

The Administrative and Finance Assistant provides assistance in monitoring of financial management, as well as programme, travel, human resources and general administrative support as well as some data and research assistance.

Main Tasks & Responsibilities:

• Provide logistical, administrative and financial support and follow-up for substantive meetings organized by the date For evelopment, Innovation and South-South projects;
• Organize audio and video conferences;
• Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize responses;
• Prepare first drafts of response to inquiries received by the projects for action by supervising officers;
• Handle all mailings including bulk mailings of publications and finalize responses to accompany publications;
• Prepare travel authorization and make travel arrangements;
• Manage project coordinators calendars and schedule of appointments;
• Maintain an office filing system and assist in archiving;
• Maintain and update project files, including project progress reports, workplans and budgets in compliance with PPM guidelines;
• Track project expenditures and monitor the expenditure using all available analytic tools.
• Draft for approval, amendments to project agreements, workplans and contractual aspects of projects with implementing partners;
• Create vouchers and payments in Atlas for project partners
• Follow-up on the submission of financial reports by partners;
• Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes;
• Organize, compile and process information from donors, regional offices, program countries and country offices as inputs to various databases and documents;
• Prepare power point and other presentations, including computer visualization such as info graphics;
• Carry out any other duties as may be required by the project coordinators.

Qualifications and Experience:

Education

• Completion of secondary education;

Knowledge and Experience

• 5 years finance-related work experience - accounts receivable, accounts payable, general ledger maintenance, etc. Experience in the application of IPSAS or IFRS would be advantageous;
• Proficiency in use of spreadsheets, word processing and computerized accounting systems (preferable PeopleSoft);
• Strong written and oral communications skills;
• Ability to organize effectively, work under pressure with attention to detail, precision and accuracy;

CORE COMPETENCIES:

• Values/Guiding Principles;
• Performance Management;
• Developing People/Coaching and Mentoring & Fostering Innovation and Empowerment;
• Working in Teams;
• Self-Management/Emotional Intelligence;
• Communication;
• Appropriate and Transparent Decision Making;
• Analytical and Strategic Thinking and Results Orientation/Commitment to Excellence;
• Knowledge Sharing/Continuous Learning

FUNCTIONAL COMPETENCIES:

• Logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multi-tasking
• Job knowledge