JOB TITLE:                       Admin,HR & Finance Officer

LOCATION:                      Kismayo, Somalia.

CONTRACT DURATION: 7 Months, renewable

START DATE:                  Immediately

SALARY GRADE:              According to SIF’S national staff salary scale

POSITION SUMMARY:

With the support and under the supervision of the Field Coordinator, the Human Resource, Administrative and Finance Officer is responsible of the reconciliation of the accountancy of the Kismayo Office and other administrative issues as delegated by the Field Coordinator.

KEY DUTIES & RESPONSABILITES:

·         Process invoices and follow up with suppliers and partners, after checking that all supporting documents are compliant with SIF and donors’ rules and regulations

·         Prepare the allocation tables for the shared costs (salaries, communication, Medical covers etc.)

·         In coordination with the Administrative Coordinator, participate in drafting and developing Mission and project budgets.

·         In coordination with the Administrative Coordinator, participate in the mission’s Budget Follow Up update and meetings.

·         Support in the preparation of the yearly financial reports

·         Alert the line manager in case of discrepancies or non-compliance of the rules.

·         Maintain all Financial Systems for the SIF Field office, and ensure full compliance with SIF financial (SOP’s)

·         Manage all filing related to the Finance department (hardcopy and softcopy)

·         Import Kismayo office cash books in saga

Cash Management:

·         Track cash box balances on a weekly basis, and alert the line manager in case of discrepancies and/or shortage of cash

·         Manage the cash box and make sure that all the payments are done according to SIF standards

·         Prepare all kinds of cash payments to suppliers, partners, national staff salaries or per diems, expatriates’ payments, etc.

·         Manage the cash balances in the office, and ensure the minimum cash amount is always available as per SIF rules and regulations

·         Prepare the Payment Follow Up Table for partners and Suppliers

HR management:

·         Check the monthly payroll and ensure the calculations are adequate before sending it to the Regional Administrator

·         Ensure the respect and application of all Human Resources procedures at the Kismayo level

·         Keep track of paid leave/holiday for the staff based in Kismayo ;

·         Make payment of wages to casual workers in Kismayo.

·         Supervise and follow up the management of the base Employee folders, collect all necessary documents

·         Update and check the payroll on a regular basis, update the advance and salary pay slips

·          Prepare the end of contracts documents (work certificate, annual leave pay slips, discharge of liabilities or clearance forms, etc)

·         Participate to all others aspects related to base Human Resource Management (Leave follow up, Evaluation follow up, disciplinary procedures, etc)

·         Prepare and maintain archives of former employees’ files.

·         Coordinate with Administrative coordinator for staff training in Kismayo

·         Liase with HR department in Nairobi for recruitement of new staff in Kismayo office

Administration:

·         Pay suppliers under Project Managers or Field Coordinator request and double check the acceptability of the expenditure.

·         In coordination with the Logistics department, file the yearly office assets inventory.

·         Reporting of monthly accountancy to the Nairobi office

·         Provide weekly and monthly Human Resource & Finance report to Admin Coordinator.

·         Coordination of meeting between SIF and other external parties

·         Ensure and facilitate the communication and information sharing within the team and the department, and contribute to the team responsibilities.

·         Work in close collaboration with other departments. Others e Undertake all other duties that may be determined by the Field Coordinator/Regional Admin and that are compatible with the job.

·         Act as social service providers for SIF beneficiaries in the targeted areas. Carry out data entry related to all social Work activities.

·         Attend all meetings relating to social work.

·         Provide translation services between the SIF staff and clients required. Assist IDPs, Returnees and Host community within the SIF program to adapt to their situations effectively

·         Conduct baseline and end-line assessments during the project period.

·         Conduct needs assessments (i.e. residential placement, finance, safety)

·         Assist during the beneficiary registration process using SIF’s vulnerability selection criteria.

·         Conduct follow-up visits to SIF beneficiaries to identify livelihood changes and impact of the SIF projects within the camps.

·         Report abuses on women children and other vulnerable groups in the IDPs, Returnees and Host Community Camps to the appropriate authorities after discussion with the SIF Field Coordinator.

·         With the authorization of the SIF Program Manager & Field Coordinator, may be required to conduct investigations into reports of abuse (i.e. conduct interviews and refer children in immediate need of protection to the appropriate authorities in consultation with the SIF Program Manager

·         Provide family counseling and support to SIF beneficiaries as required

·         Conduct case reviews and evaluations

·         Develop a list of organizations with expertise to provide support to SIF beneficiaries in need of specialized counseling and/or social services

·         Provide confidential counseling services including helping clients to identify problems and possible solutions

·         Complete progress reports and recommendations on SIF beneficiaries

·         Provide community development services in order to improve social well-being Conduct community needs assessments with relevant groups

·         Partner with appropriate community leaders/ elders to identify needs and develop ways to meet identified needs of SIF beneficiaries

·         Conduct program and service evaluations with other groups as required

·         Facilitate workshops, groups, on social issues etc., as required

·         Provide services to the aged and handicapped SIF beneficiaries in order to facilitate the fulfillment of their needs

·         Provide child protection referral services, within applicable legislation in Jubaland State of Somalia, to prevent children up to the age of 16 who are within a beneficiary HH from suffering emotional, sexual, physical and/or other types of abuse and neglect.

·         Perform other related duties as assigned by the Program Manager /MEAL Manager/ Field Coordinator/ Program Coordinator/and/or the Head of Mission

         Degree in Finance, Accounting or Economics

·         Min 2 years’ experience in similar position

·         Very Good knowledge of accounting and bookkeeping procedures

·         Very Good knowledge of MS Excel skills (creating spreadsheets and using financial functions)

·          Familiarity with accounting software (e.g. SAGA)

·         Organizational and time-management skills

·         Attention to detail, with an ability to spot numerical errors

Please submit your application (CV, cover letter, 3 references) to the attention of: [email protected]  (Please use basic excel, word or PDF format) not later than Friday, May 30, 2022.  The position title (Admin, hr & Finance officer-Som) should be indicated on the subject line.

·         NB: Applications received later than the deadline will not be short-listed. Only short-listed candidates will be contacted

SIF is an equal opportunity employer; females are encouraged to apply.