Admin and Finance Coordinator

Position: Admin and Finance Coordinator

Reports to: Executive Director

Duty station: Hargeisa

Travel: 30% of travel to other project locations

Duration: 12 months, Renewable Annually

About Shaqodoon Organization

Shaqodoon is a local NGO founded in 2011 to create innovative and long-lasting solutions to Somalia/land’s youth employment challenges. The organization designs, deliver and evaluates innovative programs to address some of the local community’s most urgent challenges through six thematic areas including Skills development and Job creation, Entrepreneurship Development and Access to Finance, MSME Development, Gender and Social Inclusion, Environment and Climate, Technology for development. Shaqodoon is a national platform whose goal is to prioritize youth employment and education on the development agenda and to exchange knowledge on effective policies and programs to Create an innovative ecosystem that empowers youth and vulnerable communities to access meaningful opportunities, prioritizing at-risk youth, marginalized groups, displaced people due to climate shocks and people who have lost hope and are thus often jailed for local crimes.

The Finance Coordinator is responsible for coordinating the organization's financial activities, including financial analysis and planning, accounting operations and reporting, budgeting, and external audits. The finance coordinator is responsible for ensuring legal and regulatory compliance with the financial functions. Additionally, the Finance Coordinator provides guidance to senior management through clear financial reporting and analysis communication. In addition, S/he is the primary interface with external parties on financial matters, including bank relations, invoicing, project reporting and tax clearance and reporting. Moreover, the Finance Coordinator is expected to adhere to the organization's core values such as dedication, innovation, inclusivity, transparency, and accountability.

The following is a brief description of the role

Roles and responsibility

•       Ensure that Shaqodoon offices adheres to the organization’s financial policy and Procedures and comply with donor and audit requirements

•       Implement Shaqodoon financial policy and procedures

•       Maintain Overall budget control and monitor cash flow

•       Manage and support finance team in different regions

•       Support the Management to implement an anti-corruption policy

•       Management of the financial software for proper control and regular periodic financial reporting.

Specific responsibilities

Finance Tasks

•       Ensure that the counting, monitoring, and reporting are according to procedures

•       Review and ensure the accuracy of the financial data entered the quick book and timely closure of the accounts on a monthly basis.

•       Review payment documents and ensure accuracy and compliance with the donor requirements.

•       Support project staff in the financial matter, especially with timely payments

•       Support the program team in following up with the budget holder on budget spent plans and monthly cash forecasts.

•       Support and prepare in dealing with banks and relevant reconciliation

•       Supporting and preparing operational budget and specific donor budgets of Shaqodoon

•       Ensure data archiving as per Shaqodoon standards and policies

•       Ensure timely submission of financial reports with full support documentation

•       Capacity building of finance and nonfinance staff for Shaqodoon finance and procurement policy and standards

•       Closely work with operations managers to manage project accounts

•       Provide financial information to management by researching and analyzing accounting data, preparing monthly, quarterly, and annual reports.

•       Document all financial transactions in Shaqodoon offices by entering account information.

•       Provide regular recommendations on financial actions by analyzing accounting options.

•       Summarize current financial status by collecting information, and preparing Fund balance statement, expenditure statement and other management reports

•       Prepare and provide project financial reports to donors and partners timely.

•       Answer queries on financial reports by donors and partners timely.

•       Document all financial transactions in Shaqodoon offices by entering account information.

•       Provide regular recommendations on financial actions by analyzing accounting options

•       Complies with Somaliland and Somalia’s federal government, member state local financial legal requirements by studying existing laws, enforcing adherence to requirements, and advising management on needed actions

•       Lead on due diligence, micro assessments, and audit exercise

•       Ensure full implementation of donor and audit recommendation

•       Oversee the routine generation of timely and accurate internal and external financial reports, including monthly and annual financial statements.

•       Establish and monitor adequate internal controls.

•       Review project awards and other legal documents and budgets as needed.

•       Other duties as assigned by the supervisor.

Administrative

•       Management Leadership

•       Oversee all administrative filing and records and archiving and ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement.

•       Ensure proper understanding and adherence to donor and organizations rules and regulations and that all procurement documents are completed timely and have sufficient and accurate supporting documentation.

•       Support the office and program teams to prepare procurement plans and forecasts.

•       Manage procurement requests from individuals and projects in a timely, expeditious and effective manner, ensuring that these are duly approved, provided for in budgets, correctly described and coded and in compliance with Shaqodoon and donor policies and procedures

•       Ensure that each undertaken procurement is fully documented, in compliance with donor/Shaqodoon requirements.

•       Logistics and procurement management.

•       Ensure the finance team can service budget holders, senior managers and donors with all reasonable requests in a timely manner.

•       Ensure proper vehicle utilization, maintenance of fuel consumption and checking monthly vehicle log sheets of the fleets.

•       Other duties as assigned by the supervisor.

•       Bachelor’s degree in finance, accounting or a related field and a minimum of 5 years of relevant experience.

•       Certified Public Accountant (CPA) is preferred.

•       Demonstrated progression in financial leadership and supervisory roles with at least three years of experience managing multi-million-dollar nonprofit projects, preferably experience with international NGO, with a mix of funding sources.

•       Strong knowledge of general ledger, banking, job cost accounting, accounts payable, accounts receivable, fixed assets, and nonprofit taxes and registrations.

•       Proficient in the use of financial software programs and Microsoft Office applications.

•       Ability to prioritize multiple tasks and balance day-to-day tasks with strategic, long-term goals and timelines.

•       Adept at presenting complex financial information in a clear manner to board members, senior management, staff members and others.

•       Excellent written and verbal communication skills with the ability to communicate diplomatically in a diverse, multicultural environment.

•       Fluency in English and Somali, both written and verbal, is a must

•       Knowledge & experience of working in quick book

Context/ Specific skills, knowledge, and experience

•       Knowledge & experience working in Quick book accounting system

•       Knowledge of the context in the Somaliland/Somalia

•       Willing to travel to remote project locations, ability to work flexibly including weekends.

Interested applicants should submit a cover letter and updated CV with three professional references and their contact details on or before Saturday, August 31st, 2024, via this email address: [email protected]. Indicate the title of the position in the subject of your email "Finance Coordinator." Only short-listed applicants will be contacted.

Female candidates are strongly encouraged to apply for this position.