TITLE: Field Finance & Admin Assistant 

TEAM/PROGRAMME: 

Finance 80% & Admin 20%    
LOCATION: Hadramout Field Office

CHILD SAFEGUARDING: 
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 country programs; or because they are responsible for implementing the police checking/vetting process staff

ROLE PURPOSE: 
SCI Yemen is embarking on the Restoring Education and Learning (REAL) project, funded by the World Bank and implementing by the three implementing partners SCI, WFP and UNICEF. The project’s primary objective is to maintain access to basic education, improve conditions for learning and strengthen education sector capacity in selected districts of several governorates in Yemen targeting over 1’000 schools. The Field Finance Assistant (FFA) is responsible for daily financial operations of Save the Children International Yemen as per Save the Children International Yemen Country Office (SCI-Y CO) Finance Manual, resolving queries promptly, and maintaining good working relationships with staff and suppliers. 

SCOPE OF ROLE: 

Reports to: Field Finance & Admin Officer (FFO)
Staff reporting to this post: N/A
Budgeting Responsibilities: N/A

KEY AREAS OF ACCOUNTABILITY 

Finance:

• Assist FFO in maintaining complete books of accounts, as per SCI-Y CO Finance Manual.
• Assist FFO in disbursement of bank & cash payments in line with valid Scheme of Delegation, SCI-Y Donors compliance requirements, In-country law and any other official regulatory authority.
• Ensures that all payments should have complete authorisation of respective Budget Holder as per SCI-Y Scheme of Delegation.
• Assist Area Finance team during Internal & external audit, donor specific audit, any authorised third party review of financial records.
• Familiar with Award Management System (AMS) & utilize it to understand donor financial compliance requirements pertaining to cash & bank transactions.
• Assists FFO in submission of all Internal & external financial reports. 
• Assist & ensure that petty cash is used only for authorised transactions. 
• Assist & ensure that petty cash should be maintained within the authorised maximum / minimum limits & is top-up on regularly basis & also safety & security of petty cash.
• Assist & ensure that all petty cash is reconciled at all the times. Physical weekly & month end checking is done by non-finance staff. Any short/ overage of cash balances should be reported to FFO immediately.
• Ensure all cheques and cash payments are cancelled by affixation of PAID stamp.
• File all payment vouchers and financial documents appropriately and chronologically.
• Assist & ensure that all financial data filing system in place and hard & scanned archiving of data is completed on regularly basis and archived data is maintained in a systematic / easily accessible manner
• Escalate any noted financial risks / fraud activities directly to Field Manager and Finance Manager.
• Review the official e-mails on a daily basis, respond to queries from suppliers and colleagues in a timely and appropriate manner, also ensures that any critical issues should be raised with the line manager at the earliest opportunity.

Administration tasks:

• Assist in running the Admin store (Stationery, office supplies, cleaning materials, generators spare parts, furniture).
• Assist in preparing the monthly reports for the generators, maintenance and diesel consumption for Field Office and all Gust House
• Assist in preparing the day-to-day activities by providing office needs, supporting program staff.
• Assist in preparing the monthly reports on Rents, hotel booking, Admin store etc.
• Assist in preparing the monthly payment requests for vendors (rents, hotels, generator maintenance and others.
• Assist in following up on the daily office keepers’ work and needs.
• Assist in following up on the daily gardener’s work and needs.
• Assist in preparing the timesheets of office keepers and gardeners as well as their different kinds of leave.
• Perform other duties assigned by the Finance & Administration Officer

SKILLS AND BEHAVIOURS (SCI 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.
• Creates a managerial environment to lead, enable and maintain our culture of child safeguarding.

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
• Future orientated, thinks strategically and on a global scale

Collaboration:

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
• Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
• Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust. 
• Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future. 

Creativity:

• Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization. 
• Develops and implements innovative solutions to adapt and succeed in ever-changing and uncertain global and working environments. 
• Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization. 

Integrity:

• Honest, encourages openness and transparency, builds trust and confidence.
• Displays consistent excellent judgement.

QUALIFICATIONS :

Bachelor degree in Finance or Accounting.

EXPERIENCE AND SKILLS
Essential

• Previous 1-2 years financial management experience with good numeracy skills.
• Experience of working in a multi-currency environment.
• Good written & oral English proficiency 
• Ability to work quickly and accurately and attention to detail especially under pressure
• Good MS Excel and analytical skills, ability to work with large amounts of data.
• Good organisation and administration skills to ensure that all documentation is filed on a timely basis and is easily accessible
• Good communication skills on the phone, face-to-face and in writing to be able to explain processes clearly and resolve queries with suppliers and other colleagues.
• An energetic, flexible and proactive approach with the ability to work both independently and co-operatively within a team setting and maintain good working relationships
• Ability to work within set guidelines for the payment of invoices/expenses and identify instances when the guidelines are not being followed.
• Commitment to Save the Children values

Desirable

• Knowledge of Agresso finance system or any other automated financial system
• Experience of working for emergency responses.