Job title: Finance and Administration Officer, Horn of Africa Programmes
Line Manager title: Country Representative, Somaliland
Grade: JG7 (starting monthly gross salary – US$3,389)
Direct reports: None
Department: Horn of Africa Programmes - Somaliland/Ethiopia Country
Location: Hargeisa, Somaliland
JOB SUMMARY
The job holder is responsible for providing comprehensive finance, administrative and logistical support to the programmes at the Horn of Africa (HoA) which currently encompasses Somaliland and Ethiopia.
S/he will have the specific responsibility of ensuring quality service delivery in respect to financial management, mobilisation of contracts and administration within the HoA Programmes is consistent, efficient, responsive and seamless.
The job holder will work closely with the Country Representative, Somaliland, Deputy Country Director - Ethiopia, Project Managers, Corporate Services and the Programme Delivery Unit to see that the performance standards are achieved.
ROLES AND RESPONSIBILITIES
Finance
• Engage with the programme teams in preparing the annual budgets and mobilisation plans for the programmes.
• Continuous review and monitoring of progress of the programmes expenditure and mobilisation of contracts to track the risk on low burn rate.
• Maintain the bank accounts for HoA Programmes.
• Perform bookkeeping function including bank reconciliation.
• Timely preparation of financial reports as may be required by the HoA Programmes and the regional office.
• Provide support in inter-project reallocations within the programmes.
Programme administration
• Effective management of administrative tasks within the programmes, including coordination of programmes procurements; coordinate all meetings, workshops, staff activities including travel; managing the programmes diaries and schedules; and procurement of office stationery and other supplies ensuring quality and cost control of all items procured to support programmes administrative operations.
• Performance of delegated procurements in the HoA Programmes.
• Represent the country programmes in finance and administrative related fora and provide updates on the issues of interest.
• Provide required support during internal audits and reviews for the HoA Programmes.
• Manage office assets ensuring accurate records of minor assets at all times.
• Ensure appropriate treatment of assets purchased on behalf of recipients/ partners.
• Perform any other office duties as assigned by the Country Representative, Somaliland, or the Deputy Country Director - Ethiopia.
Corporate Services
1. Promote adherence to core values and ensure compliance with organisational policies and procedures
2. Maintain zero tolerance to bribery, fraud and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens TMEA’s reputation.
3. Provide Corporate Services support to the country offices (Finance, ICT and Human Resources and Administration).
Audit and Assurance
1. Apply the highest standards of controls and risk management practices and behaviours and embed a positive risk and control culture.
2. Demonstrate prudent, sound judgement and appropriate and time escalations in management of all types of risks (including fraud risk) applicable to this role.
3. Understand and comply with the relevant end-to-end processes including applicable risks and controls.
4. Seek to identify, understand and escalate risk events/incidents/issues on a timely basis focusing on fixing root-causes and taking ownership of identifying mitigating actions.
5. Complete all relevant mandatory training within the stipulated timelines.
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WORK EXPERIENCE
1. At least five years of relevant experience in accounting and office management or related work (or three years of relevant experience in accounting and office management or related work for those with a postgraduate degree in a relevant discipline).
2. Proven project management skills and aptitude for coordination and facilitation of teams. Strong proficiency in relevant systems used in the operational environment and in the matrix of operating systems, their interrelationships and dependencies
3. Superior written and verbal communications skills and ability to convey complex financial issues concisely.
4. Time management and organisational skills.
5. Ability to work effectively with multiple supervisors.
6. Capability to handle complex and multifaceted tasks.
7. A self-motivated individual with the ability to work under minimum supervision.
8. Demonstrable ability to proactively identify gaps and provide solutions for filling them.
9. A good team player.
10. Good oral and written communication skills, preferable
11. Must speak English and preferably Somali.
12. Ability to successfully interact with staff at all levels, interlocutors and external stakeholders.
13. Good people management skills.
14. Proven ability to delicately solve sensitive matters and ensure value for money from service providers.
ADDITIONAL/BACKGROUND INFORMATION
This position requires the jobholder to be a finance professional with skills and knowledge in administration and project management to effectively support the programme. The country programme is composed of several projects, with different project managers, supported by different donors. This position provides the operational interface between corporate services and the country programmes at the Horn of Africa.
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