Post Title: Emergency Admin and Finance Officer

Duty Station will be in: Burco, with travels to Project locations

Type of Contract: Fixed contract

Project Duration:  1 year

Closing Date:  12th February 2023

SOS Children’s Villages is an international social development organisation, focusing on the care and support of orphans and vulnerable children. We support families and communities to build their capacity to protect and care for their children, through our Family Strengthening Programmes. Where children have already lost the care of their biological family, we offer long-term family-based care through our SOS Children’s Villages. In these ways, we support orphans and vulnerable children to be able to grow in a caring family environment. SOS upholds the rights of children and youth and works towards protecting their rights.

SOS Children’s Villages in Somaliland seeks to fill the following position which will be based in Burco. We seek to recruit an Admin and Finance Officer for SOS Children’s Villages Burco. S/he should be able to fulfill the financial requirements of SOS Emergence program, s/he ensures that all SOS financial procedures and requirements are implemented and adhered to according to SOS financial standards.

Priority tasks & responsibilities

Financial Management

• Register and update monthly register books.
• Batch the finical data from register book to Navision financials software.
• Check petty cash payment
• Check all payments are supported by source documents.
• Facilitate & follow up travel advances and their settlements.
• Simplify procurement process, facilitate preparation of price analysis sheet & Purchase order to suppliers.
• Prepare salary/wage payments of contract employees & part-timer staff.
• Ensures the timely settlement of advance payments and project obligations (taxes, provident fund, Pension etc.)
• Prepares and submits monthly soft and hard copy reports with supporting documentation to SOS children’s Villages in Somaliland National office finance department.
• Monitors operating/administrative expenses and external funds and identifies issues for discussion with program management team
• Prepare quarterly/monthly reports of the public funded projects/ Earmarked projects.
• Ensures that all financial and accounting related files and records reflect high professional standards
• Prepares cash flow forecasts on monthly and quarterly basis and plans for timely preparation and replenishment for local partners and others as necessary and applicable.
• Prepare Staff payroll & update payroll information
• Check monthly financial documents & verify their completeness.
• Prepare monthly financial documents / reports and make ready to send to National office finance department.
• Codes transaction documents and records entries in proper accounts.

 Fixed Asset & Property Management

• Keeps proper record of fixed assets and property.
• Confirm copy of GRR, SIV & receipts are filed & custodian register is updated.
• Prepare monthly fixed asset reports (Purchase report, Transfer report, Hand-over report, Store readmit report, Issued from store report and custodian ship update report.)
• Conduct the inventory counts of properties for the program annually & semi-annually

Cash and Bank Management

• Coordinate daily cash collections such as refund from staff & other income and follow-up intact deposit of collected income.
• Prepare summary for KDI transfers via bank advices
• Facilitate the timely transfer and settlement of project implementation budget to distant projects.
• Prepare monthly cash flow and submit to national finance manager through finance officer

Administrative Tasks.

1. Oversee all the administrative activities of Emergency Burco Project.
2. Works independently in routine tasks under the general direction of the Project Coordinator.

• Prepares venue for all meetings and workshops of project related activities and events.

1. Maintains and updates all administrative files, paperwork and other documentation
2. Ensures the maintenance of a well-organized office, ensuring cleanliness and good order. Recommends improvements in office administration practices.
3. Frequent review of compliance with the agreed SOS administrative policies and procedures.

• Ensures the proper garbage management is maintained.
• Ensures that security guards are following security SOPs.

1. Regularly follows up the consumption of electricity and water in the SOS Burco office compound and recommends the possible ways to increase efficiency.

 Others

• Performs other duties as assigned by the supervisor.