Finance and Administration (F&A) Officer Terms of Reference (TORs)

Background

NECSOM Technical Institute (NTI) is a non-profit technical institute that has been established by the National Energy Corporation of Somalia (NECSOM) as a technical institute with the main aim of developing the skills of Somalia youth for the economic development and unemployment reduction. NTI is looking for a qualified Finance and Administration Officer.

In order to pursue its goals for the strategy for future development, NTI is seeking the services of a Finance and Administration Officer to assist them in ensuring financial and administrative policies and standards.

Key Deliverables

The Finance and Administration Officer will provide NTI management with appropriate finance, human resource, administrative & logistics support to effectively implement program activities. The role is vital in ensuring smooth execution of all planned initiatives and programs by providing timely operational support.

Finance:

•      Keep financial records and perform financial procedures (e.g, receipts, payments requests, petty cash).

•      Maintaining financial records in the financial and accounting software

•      Prepare and disburse monthly payroll of NTI staff as per organizational policies.

•      Prepare timely bank reconciliations and maintain all bank files as per rules and regulation

•      Assist the organization and management of internal and external audits.

•      Ensure expenses are authorized and processed in accordance with agreed procedures for both NTI and donors

•      Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations.

•      Maintain accounting records, ensuring they are complete, accurate, well archived and safeguarded.

•      Ensure agreed reporting dates are maintained according to NTI policies.

•      Assist in managing partners’ and members’ finance reporting ensuring compliance with NTI and donor regulations.

Administration:

•      Develop and maintain effective office systems (e.g. office routine supplies issuance support, office maintenance, fixed assets, supplier contact), ensuring these are consistent with NTI policies and the operating requirements.

•      Support the efficient running of NTI secretariat and field offices daily operations and Office management

•      Ensure all procurement processes is in compliance with NTI and donor regulations.

•      Support logistics for NTI secretariat’s program activities.

•      Manage and handle Asset insurance.

•      Other administration duties as agreed.

Human Resources:

•      Advise on HR policies when required to ensure these comply with country’s statutory regulations.

•      Ensure staff handbook is reviewed and updated as required to comply with NTI statutory procedures.

•      Manage and Handles staff insurances as per the HR policy of NTI.

•      Maintain and file HR records.

•      Coordinate recruitment/induction in line with NTI HR policies & processes