Job Description
Category: Development/UN/NGOs
Deadline: September 30, 2024
Position: Finance and Admin Officer.
Location: Shabwah
Reports to: Office Coordinator
Duration: Until September 30, 2025 Renewable based on fund availability and performance
Reference: HR-24-55
Note: Position is open for Yemeni Nationals only.
ABOUT RI:
1. Context
About Relief International
Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being.
Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.
Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.
2. Job Profile
Under the supervision of Office Coordinator and with technical support from Finance Coordinator and HR & Admin Coordinator – South Area, the Finance and Admin Officer will be responsible for keeping accurate financial records, booking and sharing all the Shabwa office financial transactions in the accounting system, and ensuring any required adjustments to be made on timely basis. He/she will ensure all the daily finance tracker and monthly financial reports/schedules are prepared, as well as the bank reconciliations are done and reconciled, accounts receivable is cleared and confirmed, accounts payable are complete and accurate. In addition, the Finance and Admin Officer will be also responsible for various Admin related activities. He/ She will act as a focal point for field office HR & Admin department to provide support required. The Finance & Admin Officer will work with minimal supervision to achieve all admin tasks, work on the administration of payroll, leave tracking and advice employees on compensation and benefits enquiries. The person will coordinate with the Area HR/ admin coordinator on all other HR functions as field office admin focal person.
3. Key responsibilities
Context background
The operational context in Shabwah governorate is characterized as a hard-to-reach area, marked by a complex interplay of conflict dynamics, security concerns, significant humanitarian needs, geographical Challenges, and economic challenges. Therefore, the operational context in Shabwah governorate requires careful consideration and adherence to all RI’s security guidelines all times including those stipulated in the key Security Standard Operating procedures such as the Travel & Transportation, Personal Security, Asset Security, Context Awareness, Communication, etc.
Relationships Management
- Will report directly to the Office Coordinator as Line Manager, and report to South Area Finance Coordinator and HR & Admin Coordinator as Technical Managers.
- Regular and open communication with all departments at Shabwah Office, and Finance and HR & Admin team at South Area Office
- The person will work with all the staff based in Shabwah field office.
Key deliverables
HR and Admin:
- Support the recruitment process for the Shabwa office and ensure new hires receive a thorough orientation.
- prepare payments for indirect staff, ensuring payroll records are accurate and up-to-date.
- Follow daily attendance , monthly time sheets and update leave management tracker for regular staff and ensure they are accurate and well archived.
- Ensure that Shabwa staff files are complete and up to date (hard & soft copies).
- Follow up related staff regarding all exit process.
- Assist and support Shabwa staff in Medical Insurance and communicate any related issues with Area HR team.
- Make sure the office utilities are well managed and properly maintained.
- Supervise the cleaner in the office.
- Prepare admin PRs when it is required (such as kitchen supplies, …etc).
- Ensure to collect, pay and clear all premises bills such as (electricity bill, water bill, …etc).
Finance:
- In charge of financial/accounting functions within the department in Shabwa Office i.e. (financial commitments, payment vouchers, reviewing, payments process, booking financial transactions in the financial system).
- Provide financial review within delegated thresholds, ensures (PRs, POs, Contracts, CBAs, CHVs, HWs, HPV, Advances/settlement advances, etc.) are processed in accordance with RI’s and applicable donors’ policies, procedures. And check payments' supporting documentation for integrity, accuracy and completeness before transaction is approved for payment.
- Ensure all financial transactions are input and updated daily in the financial tracker.
- Ensure a systematic and easily accessible archiving system for both hard and electronic copies of all payment vouchers and financial documents.
- Assist in preparing financial forecast and planning for the financial needs of coming periods.
- Ensure full adherence to monthly closing deadlines
- Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of financial statements and documentation.
- Ensure all accruals are processed and booked in the system on monthly basis.
- Assist the finance coordinator - South in the preparation of any periodic financial reports.
- Assist Area Office & Country Office finance teams during internal & external audit, donor specific audit, and any authorized third-party review of financial records.
- Perform other duties as needed.
4. Job Requirements
Skills, knowledge and expertise required for the role.
Essential criteria
- Bachelor’s degree in finance, Accounting, Business Administration.
- Experience in accounting/finance & HR no less than 2 years.
- Ability to prepare/ administer budgets & manage finance and admin tasks.
- Good verbal and written English communication skills.
- Able to multitask, prioritize, and manage time efficiently.
- Ability to work under highly stressful conditions.
- Writing/drafting skills.
- Advanced Excel skills.
5. Safeguarding:
- Relief International has a zero-tolerance policy for unlawful harassment, sexual exploitation and abuse. Relief International is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse and sexual harassment.
- All staff are expected to abide by the RI Code of Conduct.
- Recruitment to all roles in Relief International includes criminal records self-declaration, references and other pre-employment checks, which may include experience and qualifications checks.
6. RI VALUES:
We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and independence as well as “Do No Harm.” We value:
- Integrity
- Adaptability
- Collaboration
- Inclusivity
- Sustainability