Finance & Admin Assistant

Deadline:  11 - 02 - 2025
Duty Station: Based in Sana’a 
Probationary Period:  Three months
Project Donor: YHF  

About YGUSSWP 

YGUSSWP is an independent, nonprofit organization that was established in 2011 and started operating at the time of the beginning of the humanitarian crisis in Yemen. YGUSSWP has been working tirelessly and a high-quality performance at implementing the humanitarian sectors such as Shelter NFIs/ESKs, WASH, Protection, livelihoods, Health, FSAC, CCCM, Education, and Nutrition. YGUSSWP upholds its main programmatic objectives to providing immediate and life-sustaining assistance, strengthening the protective environment, and reducing displacement-related risks and vulnerabilities by promoting self-reliance at both the household and community levels.
For more information about YGUSSWP, please visit our website at: https://ygusswp.org

JOB PURPOSE

Under the guidance of the Finance Manager, Finance & Admin Assistant is responsible for ensuring the team respects existing financial procedures and that accounting documents are in place, analyses financial information and assist the project manager in analyzing costs. Finance & Admin Assistant is also responsible for maintaining of accounts, including books, registers, vouchers and other documents relating to all receipts and disbursement with proper supporting documents, as well as, office management duties. 

KEY WORKING RELATIONSHIPS

• Assistance in Operational, Financial and Business Management.
• Assistance in preparation of financial reports and Periodic Financial Closing.
• To participate in External Audit, when required.

Scope of the Role:

Reporting to the Finance Manager, the Finance & Admin Assistant has the responsibility to manage all accounts of project.

Responsibility for Resources:

• Assistance in Operational, Financial and Business Management.
• Responsibility for all Office Management/Book keeping/Filing System Management.

KEY ACCOUNTABILITIES

Finance:

1.    Ensure proper implementation of YGUSSWP’s financial rules and procedures.
2.    Prepare daily & monthly closing and cost accounting reports within budget line.
3.    Control, analyze and review budgets and expenditures for project.
4.    Compile and analyze financial information to prepare entries for finance, such as Petty Cash Vouchers, and proper supporting document for transactions.
5.    Establish, maintain, and coordinate the implementation of accounting and accounting control procedures.
6.    Explain expenses bills, vouchers and accounting policies to staff.
7.    Responsible for financial data bases (in excel format).
8.    Prepare bank reconciliation on monthly base.
9.    Any other finance duties assigned by the management. 

Logistics duties:

a.    Review all Pos and PRs for proper coding and budget adequacy before approval.
b.    In liaison with Logistics department, prepare commitment lists every month for financial obligations already entered into but not captured in financial reports.

Finance/Budgeting:

a.    Act at all times in accordance with local law and standards of accounting practice.
b.    Review with the objective of gaining a clear understanding budget guidelines and instructions.
c.    Review funding allocations to enable proper guidance to programs and proper coding.
d.    Provide training to program staff on finance issues.
e.    Receptive to training provided and to develop his/her technical and professional competence.
f.    Produce monthly and quarterly reports to be reviewed by Finance Manager/Assistant Finance Controller.
g.    Assist in budget preparation at the field level.

QUALIFICATIONS & PREFERRED SKILLS

Essential Skills and Knowledge Required

1.    University degree in Accounting.
2.    Two-year experience of working for a humanitarian aid organization in similar position.
3.    Experience of preparing various accounting reports.
4.    Good management and representation competencies.
5.    Excellent communication skills and ability to work and live within a team environment.
6.    Computer proficient in Excel, Word, and internet.
7.    Excellent oral and written communication skills in English & Arabic.  

Skills

• MS Word.
• MS Excel.
• Quick book/ERP.
• Banking/Cash Handling.
• Customer Dealing.
• Filling System.
• Onyx Pro System.