Finance and Admin Assistant

Finance and Admin Assistant, Baidoa – Somalia-National Position (1 Position)

Position Title:

Finance and Admin Assistant

Reporting to:

Project Manager/OIC

Duty Station:

Baidoa-Southwest state

Position Status:

locally hired position

Area of Operation:

Southwest state-Somalia

Employment period

Starting in July 2025, 1 Year with the possibility of extension

Background:

FCA works to enable people to break the circle of poverty and violence. We are a rights-based actor, a Finnish organization with 70 years of experience, with operations in 15 countries. FCA is Finland’s largest NGO in development cooperation and second largest provider of disaster relief. Our action is guided by international human rights standards and principles. We realize our mission and vision through development cooperation, humanitarian assistance and advocacy work. We contribute to positive change by supporting people in the most vulnerable situations within fragile and disaster-affected areas. We consider three thematic areas as central to sustainable change: the right to peace (R2P), livelihood (R2L) and quality education (R2QE).

In Somalia FCA has been working under a right to peace thematic areas since 2008 including governance and reconciliation projects and later has expanded in quality education (R2QE) thematic area.

Primary purpose of the position:

Under the supervision of the Head of Baidoa office/ finance coordinator, the finance and Admin Assistant is responsible for the day-to-day task management of the ECHO project. This role requires multitasking across a range of responsibilities, including working closely with the Finance team, Project Manager, Country HR and Admin Coordinator, other program and support teams, and relevant staff to ensure that relevant duties are well coordinated and managed in a timely manner.

Main tasks:

Financial Management Support

·         Assist in reviewing payment vouchers to ensure accurate coding and completeness of documentation.

·         Perform monthly reconciliations of balance sheet accounts, including bank, petty cash, and staff advance accounts.

·         Support the month-end closure process by ensuring all necessary reconciliations and financial records are up to date.

·         Maintain accurate and organized financial records and files for easy access and audit readiness.

·         Ensure timely processing of project-related payments in coordination with the finance and program teams.

·         Partner and Documentation Support

·         Provide administrative and financial support in reviewing partners’ financial documentation for completeness and compliance with internal procedures.

·         Help track partner expenditure documentation and file financial records in line with donor and organizational requirements.

·         Coordinate with program and logistics teams to gather accurate supporting documents for payments, such as utility bills, service contracts, and lease agreements.

·         Ensure timely clearance of project staff advances by checking supporting documents and follow-up with relevant staff.

·         Review travel claims and imprest returns, confirming accuracy and ensuring necessary supporting documentation is provided.

·         Payment Processing and Audit Assistance

·         Prepare payment requests by ensuring all documents are properly reviewed, verified, and authorized.

·         Process approved payments through bank or cash, ensuring proper documentation and adherence to financial procedures.

·         Support the Finance Officer or Senior Finance staff in preparing for internal and external audits by organizing required documents and records.

·         Assist in maintaining an updated filing system for all financial transactions and related documentation.

·         Carry out any other finance-related tasks assigned by the supervisor to support smooth project operations.

·          Administrative Support

·         Maintain an effective filing and archiving system for both finance and administrative documents, ensuring confidentiality and easy retrieval.

·         Support general office administration, including tracking and replenishing office supplies, coordinating equipment servicing, and maintaining asset records.

·         Assist in organizing logistics for meetings, workshops, and field visits, including preparing participant lists, managing venues.

·         Coordinate travel and accommodation arrangements for staff and consultants, including preparing travel and handling bookings with the consultation of the country HR team.

·         Support human resource-related tasks, such as compiling timesheets, maintaining leave records, and assisting in coming new staff.

·         Processing office landlor invoices and share to the finance for payment processing on timely manner.

·         Ensure that administrative procedures are followed in line with organizational policies and donor requirements.

·         Manage the department’s telephone center and address     queries accordingly

·         Maintain FCA SOCO contact lists.

·         Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

·         Manage agendas, travel arrangements and appointments for the Country.

Experience:

·         University bachelor’s degree in a relevant field

·         Minimum 2 years’ working experience in accounting and administration

·         Knowledge and experience of working on accounting software ERP systems. Knowledge of Unit4 is an added advantage. 

·         Previous experience working in NGOs

·         Ability to analyze payment documents before processing

·         Detail-oriented, accountability, task-prioritizing skills

·         Good communication and coordination skills

·         Ability to establish relationships with other relevant stakeholders instantly and easily

·         Problem-solving skills

·         Fluency in English

·         Flexibility for travelling when needed

·         Confident in security and safety management

·         Ability to work under pressure, demanding and stressful environment

·         Cultural sensitivity and inter-cultural communication skills

Please apply by using the link no later than on 1st June 2025. Female candidates are encouraged to apply. Applicants will be short-listed and contacted for an interview on a progressive basis.

Link: https://fca.rekrytointi.com/paikat/index.php?jid=840&key=bTEj2YRntwo6D3w0&o=A_RJ