Admin/Finance Assistant – Concern Baidoa Office - Maternity Cover

Job Title:

Admin/Finance Assistant

Reports to:

Field Office Operation Coordinator     

Direct reports:

Cleaners and  Cook

Job Location:

Baidoa

Contract Details:

Six Months Contract – Maternity Cover  

Job Purpose:

 Under the guidance and supervision of the Field Office Operation Coordinator, undertake support function of Baidoa Office including office administration, petty cash and receipt and disbursement of funds handling when required. The Admin/Finance Assistant is accountable for providing quality and efficient administrative/Finance support to the Baidoa Programme team in accordance with CONCERN corporate policies.

 Main duties &

Responsibilities:

Administration

• Provide administrative support required by Concern staff in Baidoa including but not limited to flight bookings, travel arrangements, organizing office meetings, trainings and workshops, taking minutes of staff meeting and circulating to the relevant staff thereafter.

• Line manage office domestic staff with the support of the Field Office Operation Coordinator.

• Initiate/Raise Supplies Requisition (SR) for admin related expenditure (e.g. purchase of office stationary, utility bills, office rent, casual services, repairs and maintenance, etc).

• Ensure new staff, visitors and guest from other CONCERN programs get office tours upon first day of joining the office

• Help with staff flight requests

• Organize renewal and signing of office lease agreement, utilities and domestic staff contracts in good time

• Maintain asset/inventory register of Baidoa office and carry out physical verification for every quarter end.

• Management of Concern guest/team house and ensure that its facility is suitable for visitor’s use.

• Ensure all office facilities and equipment are in good working condition and any necessary repairs are undertaken immediately

• Keep proper record for utilization of office stationery and supplies

• Maintain up to date filing system

• Make available all administrative forms to staff.

• Ensure legal requirements of the SWS are complied with

• Translate documents either in Somali or English as required

• Any other duties as requested by the Line Manager

Finance

• Collect funds and make various payments as per the authorization and approval of Budget Holders and in accordance with CONCERN’S financial management policy.

• Support and facilitate all payment for Baidao Office and check the documents before the suppliers are paid.

• Preparation of Floats and subsequent follow up and ensure timely clearance of outstanding floats and inform the Field Office Operation Coordinator on long standing floats regularly.

• Prepare all suppliers payment on time; review and documentation for accuracy, and completeness.

• Ensure proper files are maintained and well secured in the Finance Department.

• Ensure the effective and efficient use of all CONCERN resources in order to keep costs low and ensure the security of staff.

• Perform any other related duties as required

Responding to Emergencies:

•   Participate and contribute as necessary towards Concern’s Emergency response as and when necessary

• Comply with Concern’s health, safety and security guidelines during emergencies

Programme Participant Protection Policy

• To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct

Person specification:

 QUALIFICATION AND EXPERIENCE:

• College Diploma Business Administration, Secretarial Science, Commerce, Accounting, finance or Office Management.

• Good interpersonal and communication skills

• Commitment to working in a team

• Good organizational skills and ability to multi-task

• Strong computer skills especially spread sheets

  Disclaimer Clause

 This job description is not exhaustive and may be revised by the line manager from time to time.

How to apply

Interested candidates, who meet the above requirements should submit their applications (cover letter, updated CV and contacts of 3 professional referees) by email to som.vacancies@concern.net or Concern Worldwide office in Adada area along Mogadishu road, with the subject line “Application for Admin/Finance Assistant –Maternity Cover,  Baidoa” by 14th May 2024

 ONLY shortlisted candidates will be contacted for the written test and interview.

Women are strongly encouraged to apply.

Concern has a Programme Participant Protection Policy and Concern Code of Conduct which has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.  

 Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.

Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal