Finance and Logistics Officer

Kings Somaliland Partnership

Job Description

Position: Finance and Logistics Officer Somaliland

Reports to: Partnership Coordinator

Contract: Part-time (3 days per week) based in Hargeisa

Summary of role:

The Finance Officer will be a member of the KGHP finance team. The role will be responsible for the financial management of the King’s Somaliland Partnership’s (KSP) Hargeisa office and for providing logistics and administrative support to the delivery of programme activities in Somaliland.

Responsibilities:

Financial management

• Manage the day-to-day operations of the accounting including petty cash and check transactions.
• Disburse cash to fulfil petty cash requests, ensuring that all necessary supporting documents including receipts are attached to the request.
• Maintain records of daily disbursements in petty cash spreadsheet, and request replenishment of petty cash fund, reconciling at the end of each day.
• Ensure accurate and timely recording of all financial transactions, ensuring that activity codes are charged correctly.
• With the support of the KGHP Finance Manager, conduct a monthly reconciliation of the King’s Somaliland Partnership bank account.
• Ensure compliance with local Somaliland financial legal requirements regarding taxation and payroll, enforcing adherence to requirement and raising concerns to the Finance Manager where needed.
• Lead on procurement of quality vendors and service providers, ensuring fairness and transparency in the awarding of contracts in line with best practice and policies.
• Manage payments to suppliers across all KSP activities, ensuring suppliers are paid promptly.
• Disburse transport/accommodation allowance payment as per agreed rates to staff, volunteers, consultants and project participants as and when required.
• Contribute to the development and maintenance of financial systems and processes on the King’s Somaliland Partnership.
• Follow defined policies for assuring financial controls are in place and being implemented.
• Actively identify, manage and mitigate financial risk, escalating concerns to the Finance Manager and Partnership Coordinator where needed.
• Work with the Partnership Coordinator and Programme Manager to develop accurate budgets for activities, projects and programmes.
• Work with the Finance Manager to prepare accurate financial reports for donors supporting the King’s Somaliland Partnership
• Work with the Finance Manager to meet audit requirements and any other donor financial compliance requirements.
• Maintain an asset register for the King’s Somaliland Partnership, conduct an annual inventory and report any discrepancies to the Finance Manager
• Maintain excellent financial record keeping, ensuring all financial documentation is clearly and logically filed and is accessible the rest of the team.

Logistics and administration

• Support the Partnership Coordinator in the organisation and delivery of project activities and coordination of travel by international visitors.
• Lead on logistics and administration for all KSP activity, including booking accommodation, transport, meeting venues, catering services and drivers.
• Maintain a register of suppliers and contact details to support the efficient organisation of project activities. Build excellent relationships with suppliers.
• Provide all administrative and logistical support, developing plans, budget requirements and deployment timelines to ensure timely completion of activities as per the work plan.
• Prepare documentation and materials for meetings, workshops, and trainings.
• Manage the bidding process and contracts for suppliers.
• Support Partnership Coordinator to recruit drivers and lead on organising the daily duty plan of project drivers, tracking their daily work attendance sheets (starting time and end of workday), managing leave requests.
• Monitors the use of monthly fuel consumption to ensure that this resource being properly managed and to track the performance of vehicles.
• Ensure logistics requirements take gender-specific needs into consideration.

Office management

• Ensure office is fully equipped with office consumables, including stationary.
• Ensures the appropriate use and security of assets and equipment assigned to the project office area.
• Ensure office equipment is working well and liaise with THET and the Mansoor Hotel to resolve any issues with the internet, office building, furniture, and fittings.
• Perform any other duties as discussed and agreed with supervisor.

• Bachelor’s degree in finance, Accounting or Business Administration
• A minimum of 3-5 years of experience in Finance, Accounting and Operations, preferably working within an international NGO delivering similar activities
• Proficiency with automated accounting systems, such as Quick Books
• Formal training in administration and logistics operations and practices is an asset.
• Strong computer skills – excellent MS Excel and Word skills required.
• Strong attention to detail
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, volunteers, and consultants.
• Strong written and verbal English communication skills.
• Must be able to plan, prioritize, and manage their own activities and office workflow even when working under tight deadlines.
• Honest and trustworthy

Interested applicants are required to send their updated CV and cover letter to:

[email protected] latest by 15th of September 2023. Applications received after this date will not be considered. Only shortlisted candidates will be contacted.