JOB DESCRIPTION

JOB TITLE: Finance and HR Assistant:

TEAM/PROGRAMME: Operations: LOCATION: Kapoeta North

GRADE: 5:

CHILD SAFEGUARDING: (3)
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting the country programs; or because they are responsible for implementing the police checking/vetting process staff.:

ROLE PURPOSE:
To manage the receipt and disbursement of funds, maintain accurate financial records, prepare monthly payroll actions, staff contracts, support in recruitments, and also to assist in the smooth financial and HR functioning.

The post holder will also support the field office in managing some administrative functions like HR related and other related support functions. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.:

SCOPE OF ROLE:

Directly reports to: OiC
Technically reports to: Field Finance Manager and Field HR Manager.
Staff reporting to this post: Cooks/Cleaners
Direct: None
Budget Responsibilities: None

Role Dimensions: The role holder will be exposed to suppliers and partners like WFP, UNICEF, INGOs, etc and therefore expected to exhibit high-level professionalism while representing.:

KEY AREAS OF ACCOUNTABILITY:

Finance responsibilities:

Collect funds and make various payments as per the authorization, approval of Budget Holders and in Accordance with Save the Children’s financial management policy and also ensure that all collections and payments are done against serially pre-numbered cash receipt and cash payment vouchers.
Handling suppliers’ payments on timely basis.
Doing invoice reconciliation and uploading in pro-save on timely manner
Maintain optimum cash balances, request and advice on the cash replenishment requirements as per SCI procedures.
Maintain a cash book and perform daily, weekly cash reconciliation and cash counts including monthly reconciliation of cash and floats.
Manage cash balances to ensure that sufficient balances are maintained for ongoing activities while preventing too high balances to avoid incurring high exchange rate charges.
Maintain proper filing systems of all cash payment documents and ensure accounting records are kept Updated, are reliable and according to Save the Children accounting practices.
Vouching of cash payment documents and ensuring SC financial policies and procurement procedures are adhered to and the internal audit recommendations are implemented.
Preparation of Floats and subsequent follow up and ensure timely clearance of outstanding floats and inform the Finance Manager on long standing floats regularly.
Provide support in facilitating internal and external audits.
Assist in delivery of trainings to staff on financial policies, procedures and processes.
Assist budget holders in preparing forecasts and analysing BVA’s
Assist OiC and finance team in preparing and maintaining cost coverage analysis of the field office.

Human Resource responsibilities:

Support field level HR process like induction and exit formalities, debriefing as applicable at the time of joining/leaving of staff, maintaining HR calendar, timely renewal of staff contracts, probation confirmation and other procedures.
Support the Field HR Manager to prepare and maintain all personnel records (leave records, personnel filling, performance review report and HR matter) and related monthly HR information system
Support Field HR Manager in all ongoing recruitments in Kapoeta.
Ensure that timesheets and leave schedules for all staffs are completed regularly.
Manage and supervise field office team cooks and cleaners to ensure that they are supported in their respective roles and that their work is adequately planned, supervise and evaluated.
Support Field HR Manager in achieving SCI HR minimum standard in compliance with local labor laws and update HR records as per the standard compliance checklist
Comply with all relevant SCI policies and procedures with respect to code of conduct, child safeguarding, Fraud and Dishonesty and other relevant policies
Any other duties assigned by your line manage:

SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:

Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
Widely shares their personal vision for save the children, engages and motivates others
Future orientated, thinks strategically and on a global scale.

Collaboration:

Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to.

Creativity:

Develops and encourages new and innovative solutions
Willing to take disciplined risks.

Integrity:

Honest, Encourages Openness and Transparency; Demonstrates Highest Levels Of Integrity:

QUALIFICATIONS AND EXPERIENCE

Diploma in Accounting / Business Administration or Human Resource Management
Minimum 2-3 years proven work experience in HR and cash management within a busy working environment such as financial institutes or INGOs
Computer skills especially in MS Excel, spread sheets and MS Word
High level of integrity and ability to work as part of a professional team
Ability to work under high pressure to meet tight deadlines

EXPERIENCE AND SKILLS
Essential

1-3 years of progressive responsibility in HR and Finance of which are spent in an international development organization.
Good organizational and management skills including problem-solving.
Good verbal and written skills in English.
Willingness and ability to work in a collaborative and inclusive manner.
Self-motivated, creative and ability to work under high pressure to meet tight deadlines.
Strong reporting writing and Computer navigation skills much required.
Commitment to and understanding of Save the Children’s aims, values and principles.
Ability to be travelling to the Field for supervision and support.

Desirable

Representational skills.
NGO experience an added advantage
Knowledge of the local language spoken in an asset.
Female candidates are highly recommended to apply.:

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within the reasonableness of their level of skills and experience as assigned by his/her line manager.:

Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.:

Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.:

Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.:

Date of issue: 4th August 2025:

JOB TITLE: Finance and HR Assistant: