Admin and Finance Assistant

ADMIN AND FINANCE ASSISTANT

 TERMS OF REFERENCE

Position: Admin and Finance Assistant (Female Applicants Only)

Position Type: Full-time

Reporting to: Senior Operations and MERL Officer

Estimated duration: 6 months with a possibility of extension subject to availability of funds (3- month proportion period)

Location: Based in the Mogadishu Office

Background Information

RAAGSAN is a female-led local social enterprise providing strategic and analytical consulting services across the Horn of Africa. We strive to bridge the gap between communities and policymakers by leveraging our network of young and middle-aged professionals supported by experienced senior consultants with post-conflict environmental expertise. We offer an in-depth knowledge of the Somali community level. Our expertise spans multiple sectors: livelihood, economic assessments, social protection, cash transfers, disaster management, gender, water sector development, transitional justice, supply chain, and humanitarian responses.

RAAGSAN works in fragile and conflict-affected states to develop and strengthen policies and systems that enhance public service delivery. Our operations have served a wide range of international and national clients, including the Government, GEEL Program, SSF through GIST, UNDP through the government, IGAD, IOM, SOS, WFP, GIZ, NRC, RVI, UNICEF through the government, Save the Children, Local NGOs, and other international Companies. RAAGSAN has primary offices in Nairobi, Mogadishu and Hargeisa and a project office in Kismayo with a network of local field researchers, researcher associates and analysts across Eastern and Horn of Africa.

RAAGSAN has conducted research in more than 73 districts and has a pool of 350+ highly qualified local field researchers that could be rapidly deployed as a team of professionals who are trained to conduct research and data collection in the field, typically at the community or local level. The RAAGSAN team was part of several evaluations conducted for donors across the country.

Objective of the position

Raagsan Consulting is seeking a dynamic Admin & Finance Assistant to join our operations and program support team. This pivotal role demands a proactive individual who will provide quality and efficient HR, administrative, and finance support to office operations for smooth organizational functioning. The position will also manage Raagsan's Mogadishu office space.

Human Resource Management Roles

•       Familiarize with RAAGSAN HR standard templates in line with HR Manual/internal regulations.

•       Managing Raagsan's human resources records and processing all staff payroll.

•       Assisting in the onboarding process for Raagsan staff members.

•       Assisting in training staff on all office-related Policies and SOPs i.e. Office Etiquette, Code of Conduct, and any other policies.

•       Control and check attendance sheets and supporting documentation (attachments), keep the attendance sheets up-to-date, and produce monthly attendance reports.

•       Follow up on staff appraisal forms, and new contract/contract renewals with relevant department managers.

•       Maintain a clear record of staff attendance and leave days.

•       Process any other payments for staff members, i.e. holiday allowance, end of year bonus and any other medical or compassionate allowance for the staff.

•       Organize the annual retreats and staff gatherings as required.

•       Coordinate staff recruitment, exit interviews and farewells for staff members.

•       Coordinating training and development activities for the consulting team.

•       Performs other duties related to human resources as requested by the supervisor and manager.

•       Coordinate and facilitate regular HR-related training sessions for staff.

Administrative Support Role

•       Process all office costs, i.e. electricity, internet, rent, petty cash, online subscriptions payments, and any other office related costs.

•       Managing Raagsan's equipment and supplies inventory.

•       Coordinating travel arrangements for all non-project-based missions.

•       Assisting in the organization and coordination of events and office gatherings.

•       Managing admin- related communications, including email correspondence and documentation.

•       Performs other duties related to admin as requested by the supervisor and manager.

•       Support project teams with logistical arrangements for workshops and training.

Office Management Roles

•       Manage the office reception and welcome guests to the office.

•       Ensure the office is clean and organized as per the SOPs.

•       Supervise office cleaning using the office cleaning SOPs and tools.

•       Train and manage the office cleaners and assistant cleaners.

•       Ensure staff members are abiding by office cleaning and office etiquette SOPs.

•       Support the training of staff on office cleaning and office etiquette SOPs.

•       Prepare memos on office etiquette and circulate them as required.

•       Performs other duties related to office management as requested by the supervisor and manager.

Finance, Procurement and Budget Management

•       Assist in the preparation and monitoring of the annual operational budget.

•       Familiarize and adhere to Raagsan’s financial, procurement and compliance procedures;

•       Coordinate the procurement of office supplies and items for the office with the support and guidance of the Operations Officer.

•       Process payments for suppliers, ensure the quality of true and fair receipts/invoices/bills and payment/ procurement files, and maintain positive relationships with suppliers.

•       Ensure proper coordination with the other departments with regards to financial documents and in dealing with program support financial needs;

•       Assists in engaging audit companies and facilitating their work together with the other operation team members

•       Replaces the other operation team members when on leave upon the decision of the supervisor with the approval of the manager;

•       Performs other duties related to finance as requested by the supervisor and manager.

•       Facilitate capacity-building workshops for staff on financial processes and compliance.

•       Support in the preparation and reconciliation of monthly financial statements.

Project Admin Role

•       Providing administrative support to different projects, including documentation, correspondence, and file management.

•       Coordinating travel arrangements for all projects.

•       Assisting in contracting processes, including drafting, reviewing, and coordinating agreements with clients, subcontractors, and partners.

•       Supporting the management of Raagsan's calendar and scheduling meetings and appointments.

•       Assisting in client management, maintaining positive relationships, and ensuring client satisfaction.

•       Assisting in the organization and coordination of workshops, conferences, and other project-related events.

•       Managing project-related communications, including email correspondence and documentation.

Required qualifications

•       Graduate Diploma or Graduate Degree with minimum of 1 year working experience in Economics, Finance, Business Administration, or a related field.

•       Excellent communication skills, including the ability to write and communicate in English and Somali.

•       Proficiency with MS Office and ability to use MS Outlook, Excel, Word and PPT effectively.

•       Proficiency with digital financial systems, i.e. QuickBooks, and familiarity with other project management systems and ERP Systems.

•       Able to write letters, emails, memos and other communication materials in both professional English and Somali language.

•       Self-driven, able to work independently with minimal supervision.

•       Proven track record of working Somalia or similar contexts is an added value.

•       Demonstrated ability to work with remote teams and thrive in a diverse environment.

•       Exceptional organizational skills with the capacity to handle multiple deadlines and high-stress situations.

•       Ability to multi-task and manage competing priorities.

•       Flexibility to work extended hours as needed to meet project deadlines.

•       Based in Mogadishu office with daily reporting to the office.

Working Conditions

•       Some long hours including evening and weekends to complete tasks or attend events.

•       The flexibility to work additional/out of office hours as necessary to fulfil the requirements of the role and meet the business needs is key.

•       The position may involve working in locations that are remote and lack basic modern infrastructure.

Interested applicants should submit a two-page CV and a letter of motivation titled "Admin and Finance Assistant - Your Name" to [email protected]. the letter of motivation should explain why the applicant wishes to join the RAAGSAN team and provide a specific example of how their skills and experience can contribute to RAAGSAN’s work. The deadline for applications is 7th of Jully 2025.