Job Description

Job Title:

Finance & Administration Assistant

Organization:

ROWAD Entrepreneurs Foundation

Duty Station:

Taiz, Yemen

Reports to:

Finance & Administration Manager

About ROWAD:

ROWAD was founded in 2013 in Sana’a, Yemen, established by Yemeni entrepreneurs who dedicate their efforts to engage Yemeni young businessmen/businesswomen and entrepreneurs in a constructive way to create a vibrant Entrepreneurship Ecosystem in Yemen. Since then, ROWAD prospered as one of the most active and effective organizations working in the business development and entrepreneurship field in Yemen. ROWAD Foundation is founded in Sana’a, and its activities cover the whole country. ROWAD has established important multiple partnerships with local and international counterparts, and it is a member of the Yemen Microfinance Network (YMN).

Job Summary:

The Finance & Administration Assistant supports financial planning, monitoring, and reporting, while assisting in maintaining financial and administrative services to facilitate ROWAD operations. This role includes supporting general administrative tasks, ensuring adherence to finance policies and procedures, and providing assistance to the finance team. The Finance & Administration Assistant works under the guidance of the Finance & Admin Officer and in compliance with International Financial Reporting Standards (IFRS) and ROWAD’s Finance and Administration Guides and Manuals.

HR Responsibilities:

1. Adhere to ROWAD policies, manuals, and guidelines.
2. Ensure HR documentation, including signed contracts and leave requests, is collected from staff and archived on a timely basis.
3. Provide inputs to regular updates of the HR database in real-time.
4. Provide inputs to regular updates of the Annual Leave Register of local staff.
5. Collect personnel documents and archive them in HR personnel folders, both in hard copies and soft copies.
6. Coordinate issuing of staff ID cards and business cards.
7. Provide support with orientation and induction to newcomers, ensuring induction on HR procedures, ROWAD Code of Conduct, Key Policies, National Staff Policy, etc.
8. Assist with the recruitment process by advertising positions, creating longlists, calling candidates, arranging tests and interviews, preparing outcome reports, conducting reference checks, onboarding, and staff orientation.
9. Prepare service contracts for casuals and maintain the service contracts tracker.
10. Prepare monthly payroll by compiling and reviewing relevant documents such as attendance sheets, salary advance, and payment to relevant government authorities.
11. Ensure proper filing of documents as per the ROWAD standard.
12. Follow up on the submission of completed performance management forms and ensure performance goals are set.
13. Update Social Security and Tax office files to meet legal requirements, including specific amendments when necessary, to ensure compliance with local labor and fiscal law.
14. Prepare employment contracts in conformity with legal requirements, including specific amendments when necessary, to ensure compliance with local labor and fiscal law.
15. Serve as a focal point for staff travel arrangements.
16. Implement monthly timesheets for staff and submit corrected timesheets to finance in a timely manner.
17. Perform any other tasks requested by the line manager.

Finance Responsibilities:

1. Verify vendor claims, advances, and other receivables, and observe appropriate procurement procedures to ensure timely vendor payments in conformance with ROWAD finance policies and regulations.
2. Prepare documents and data required for financial audits.
3. Ensure financial operations comply with approved policies and procedures.
4. Record daily financial transactions (payments, revenues, invoices).
5. Follow up on bank account balances.
6. Prepare monthly bank reconciliations.
7. Review and process payment requests, ensuring that all supporting documents are attached with full and correct budget coding, Donor Reference, and proper authorization.
8. Input all transactions to cash and bank books templates daily, ensuring accuracy.
9. Prepare cash and bank payment vouchers and ensure that all cash and bank transactions are properly recorded and documented.
10. Ensure all cash is reconciled daily, reporting any over/under to the Head of Finance.
11. Perform any other tasks requested by the line manager.

Requirements:

• University degree in finance, administration, or a related field.
• Excellent communication skills.
• 1-3 years’ experience in administration and finance.
• Proficiency in English and Arabic languages.
• Highly confidential.
• Good cultural awareness and sensitivity.
• Strong organizational and team-working skills.
• Proficiency in MS Office programs, particularly Excel.
• Previous experience working for NGOs is preferable.