JOB DESCRIPTION

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local – Fixed Term Employee (Fixed Term)

Job Description:

Finance and Administration Assistant

The Role:

To provide finance and administrative support to staff through a variety of tasks related to organization and communication to ensure efficient operation, ensuring high level of customer service delivery at numerous field level locations. The position holder will ensure cleanliness and beauty of World Vision office premises, manage WV assets, implement planning, tracking and reporting which facilitates smooth operations. Undertake other duties is support of customer focused finance and administrative function. The incumbent understands local rules and regulations, ensuring field teams are compliant and respectful of local circumstances, promoting awareness of World Vision policy and procedures with relevant community stakeholders as need requires.

Key Responsibilities:

Financial administration

• Raising requisitions for services and goods for the office in advance.
• Following up with suppliers to submit invoices
• Check invoices for accuracy before they are processed.
• Allocating expenses to relevant cost centres
• Ensure timely monthly payment of staff airtime credit
• Assisting with compilation of funding forecasts
• Prepare reconciliation for Creditor’s invoices as well as utility bills.
• Ensuring safe custody, maintenance and daily update of the petty cash
• Ensuring that all documents are reviewed, stamped and approved before they are filed.
• Reduce manual errors through the effective use of Systems.
• Ensure all transactions coded in SunSystems are reconciled with supporting documents and bank statements monthly, with no unresolved discrepancies.
• Ensure all invoices are submitted through the Provision system to shared services
• within 1 business days of receiving the required documentation with minimal rejections or corrections
• Performing reconciliations of staff advances and following up staff to ensure advances are retired according to FFM

Handling Office Assets, inventory and Office supplies

• Keep accurate/up-to date records of generator/well/solar power units and vehicles;
• Report any maintenance and service needs of vehicles, generators/well/solar power units in a timely manner;
• Prepare and maintain periodic service and maintenance plans for WV vehicles, generators and solar system
• Monitor the status of facilities: buildings, doors, windows, lights and security equipment, report damage to management;
• Fuel Management: list of fuel requests for fleet to ensure appropriate utilization.

• Preparation of fleet reports; Monthly fuel and fleet usage, motor vehicle service schedule reports for both internal and external decision making.

Resources Management and Administration

• Set up a clear and traceable materials and movable asset record keeping system for the office.
• Ensure all financial operations adhere to WV internal control systems and procedures.
• Maintain and follow up on Office loss reports
• Conduct monthly stock and asset counts and reconciliations
• Prepare monthly fuel reconciliations, monitoring usage and reporting anomalies
• Conduct field visits and spot checks in communities where WV projects are implemented.
• Ensure that all procedures for requesting receipt, storage and distribution of office supplies and assets are adhered to.
• Maintain office supplies inventory,
• Order office supplies and verify receipt of supplies
• Carry out administrative duties such as booking virtual meetings and conference room.
• Ensure old assets are disposed

Record Keeping

• Update resource centre (BOX) with finance and administration documents
• Maintain a well-organized filing and documentation system
• Ensuring confidentiality and security of sensitive documents and information
• Collaborate to ensure administration and finance documentation is electronically or physically stored and properly, accurately and easily accessible by relevant stakeholders.
• Retrieving and providing timely access to records as needed especially during audits.

Safeguarding

• You must adhere to strict child and adult safeguarding policy and protection principles integrated in your daily duties and ensure you strictly support humanitarian protection specific to your sector.
• Ensure training of community, religious, political, and traditional leaders on child safeguarding and protection, early conflict triggers, response, and potential mitigatory strategies.
• Adhere to strict behavior protocol that is signed on onboarding after protection and safeguarding induction.
• Report safeguarding allegations and incidents in the Ethics point and to all other provided channels.
• Ensuring that the project is implemented with minimum risk to staff safety and welfare.
• Create a safeguarding environment in your project and support your staff/team to report and make use of the WVS (SIPP)safeguarding incident management plan, and ensure you and your staff utilize the checklist for intake of information for GBV incidents to refer incidents for redress.
• Use the flash incident report if it warrants the support of SLT, and most especially the WVS Country Director.

Essentials:

• Degree in Finance/Accounting/Business Administration.
• Excellent computer literacy in Microsoft Office programs and Accounting Packages i.e. Sun systems, Excel
• Ability to solve complex problems and to exercise independent judgment.
• Excellent English communication skills (oral and written), interpersonal, organizational and time management skills.
• Ability to maintain performance expectations in diverse cultural context
• Knowledge of country laws, grant regulations and Support Office regulations
• Highly responsive

Working Environment:

The position is office-based in Hargeisa, Somaliland with regular travel to other field locations.

World Vision is a child-focused organization that is committed to safeguarding all children as well as adult beneficiaries, and has zero tolerance for incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. Therefore, World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults, even if their role does not interact directly with them. World Vision adheres to strict child and adult safeguarding principles. All selected candidates will therefore undergo rigorous reference and background checks which will include criminal background checks. They will be expected to adhere to these standards and principles. Female candidates are encouraged to apply.

NB: Only attach your merged Application Letter and CV

Applicant Types Accepted:

Local Applicants Only