Position Title: Finance officer   

Duty Station: Dolow office with regular field visits to the programme locations (where applicable)

Organizational: Unit Operations

Reporting Directly To:  Operations Manager  

Overall Supervision By:  Operations Director

Managerial Responsibility:  Finance Assistant

Duration: Open ended Contract  

1.       ORGANIZATIONAL CONTEXT AND SCOPE

Under the direct supervision and guidance of the Operations Manager in-charge of Dolow Office, provide an effective support for the smooth running of the Organizational Programme finance functions in compliance with Lifeline Gedo’s financial policies and procedures.

You are required to focus on ensuring that programme accounts are maintained and reported accurately and on timely manner. The performance of this role will require flexibility and excellent time management skills to achieve expected standards (job objectives). 

2.       RESPONSIBILITIES AND ACCOUNTABILITIES

Main duties & Responsibilities:

 Finance

§  Review all payment requests to ensure that expenditure are properly coded, properly approved and supporting documentation adhere to Lifeline Gedo and donor requirements

§  Liaise with the Lifeline Gedo for payments to suppliers, partners, and staff upon receiving duly approved payment requests.

§  In the absence of the OPERATIONS MANAGER, counter sign payment orders (cheques), ensuring the signing is in with the approved delegated authority. 

§  Maintain a reconciliation for Bank payments/account vs Cashbook.

§  Upon receiving payroll details from HR/Admin officer, arrange subsequent transfer of salaries into individual bank accounts of staff members of Dolow, Belet Hawo, Bardhere, and Ceelwaaq offices.

§  Receive month end cashbooks by latest on the last day of the following month, carry out further checks for errors and submit to Partner finance focal person by latest on 2nd of the same month for posting into the system after consulting with the OPERATIONS MANAGER.

§  Review cash balances and sign off the cash count sheet on weekly basis.

§  In consultation with relevant budget holders, prepare monthly cash projection and submit to the OPERATIONS MANAGER on the 25th of each month. Ensure that Lifeline Gedo receives funds required from its partners for its day-to-day operations and in a timely manner.

§  Address queries arising from programme sectors/locations (Belet Hawo, Ceelwaaq, Dolow, and Bardheere relating to payments (e.g. delayed payments and payment of wrong amount, etc) and take a corrective action

§  Liaise with logs and ensure up to date asset/inventory register are maintained for all assets to safeguard Lifeline Gedo properties from loss and misappropriation and submit to the OPERATIONS MANAGER on quarterly basis.

§  Review transport usage template (vehicle log sheet) and submit to Operations Manager by the end of each month for use of cost allocation purposes.

§  Ensure that time sheets are received from programme staff who are required to do up time sheet by the fifth of each the following month.

§  Organize and facilitate the delivery of all financial documents (folders) to Mogadishu to partner offices by lasts 10th of the following month.

§  Provide backup support to the department when the other finance staff are on leave.

§  Liaise with HR department and obtain an updated list of the programme staff on quarterly basis.

Donor Grant Management & Financial Reporting:

§  Coordinate the financial aspects of grants assigned to you ensuring that both donor and Lifeline Gedo policies and procedures are adhered to.

§  Participate in the annual budget process and subsequent budget revisions by assisting budget holders complete and submit their programme budget to finance on timely basis.

§  Ensure all financial and accounting aspects of project operations are handled properly; strong internal control system is in place, accurate and on time submission of financial reports and invoices to respective donors where applicable.

§  Prepare monthly financial reports/invoices for the project using template provided and share the same with the respective managers on a timely manner ensuring that the expenditure meets the donor requirements and it’s fully supported

§  Where the donor requires hard copy supporting documents, scan and review all the financial supporting documents of donor project related expenditure to ensure accuracy and completeness before sharing with the Donor.

§  Closely monitor the project/grant budget vs expenditure incurred and advise the respective teams and the Operations Manager and Program Director/manager   on the appropriate action to be taken to address the discrepancies noted if any.

§  Maintain proper records of donor grants assigned to you.

§  Be the focal point for donor grants assigned to you during project audits or expenditure verification and ensuring that the required information and documentations are provided as and when requested.

§  Operations Manager in the process of obtaining explanations on variances between budget and actual spending and or income for grants assigned to you.

Required Experiences and Qualifications: 

·         Bachelors level qualification in finance, Accounting, or a related field or professional certification (e.g., CPA, CMA) is preferred.

·         Minimum of 3 years of experience in financial management at NGOs, with at least 2 years in a supervisory role.

·         Experience with SHF (Somalia Humanitarian Fund) and WFP (World Food Programme) donors is highly desirable.

·         Strong knowledge of accounting principles, financial reporting, and budgeting.

·         Proficiency in financial management software and Microsoft Office Suite, particularly Excel.

·         Excellent analytical, organizational, and problem-solving skills.

·         Strong leadership and team management abilities.

·         Excellent communication and interpersonal skills.

High level of integrity and attention to detail.

Important

 You are required following qualities:

§  Attention to detail and accuracy.

§  Strategic thinking and problem-solving skills

§  Good communication and interpersonal skills

§  Strong leadership and team management abilities

§  Ethical behavior and integrity

§  Adaptability and flexibility

§  Ability to work under pressure and meet deadlines

§  Organizational and time management skills

§  Commitment to transparency and accountability.

§  Ensuring the non-disclosure of any information acquired in the course of duty, relating to the practices and business of Lifeline Gedo to any other person or Organization except in normal execution of the above duties.

§  Always ensuring strict guardianship and security of financial data and documents, including secure storage, accurate & complete filing and limiting access to the finance office to authorized personnel only. 

§  Ensuring strict adherence to Lifeline Gedo Financial Procedures and Fraud Policy and always remaining within the boundaries of these policies

§  Ensuring, along with all staff, that all activities are implemented and managed in a transparent participatory manner and in line with Lifeline Gedo policies and procedures. 

Other Duties

§  Coordinate with the relevant programme staff and ensure that Donations in Kind received during the period are accounted for in line with Lifeline Gedo guidelines.

§  Undertake any other appropriate tasks that may be requested by the Operations Manager /line manager from time to time                                                 

Interested candidates, who meet the above requirements, should apply through the following link Career - Lifeline Gedo (lifelineorganisation.org) by submitting their applications (cover letter, updated CV and contacts of 3 professional referees) The closing date for application is 28th  September 2024. Applications and CVs submitted after the deadline will not be considered. Only shortlisted candidates will be contacted for interviews. Kindly note the exams are physical and will be done in our offices.

Female candidates are strongly encouraged to apply for this position.

Due to the fact this position is urgent, applications will be shortlisted on a regular basis, and we may offer posts before the closing date.