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Job Description
JOB TITLE: Finance Assistant – Medair Yemen
LOCATION: Al Dhale’e
REPORTING TO: Senior Finance Officer
OVERALL PURPOSE
Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care. The Finance Assistant supports many of the financial activities of the programme.
On a day-to-day basis, the Finance Assistant carries out a variety of accounting functions required to ensure the financial needs of the programme are met and that all financial transactions are carried out and recorded with integrity and in accordance with donor, Global Support Office (GSO) and field guidelines.
PROJECT OVERVIEW
Medair is growing at a steady rate in Al Dhale’e base. Planned integrated responses include provision of Water, Hygiene and Sanitation (WASH) as well as primary health care and nutrition, with a particular focus on children and mothers
FUNCTIONAL LINKS
Internal: Finance Manager, Senior Finance Officer, Finance Officer, other Finance Assistants, Logistics Team, Al Dhale’e Programmes team
External: Banks, finance entities, audit firms
Responsibilities:
GENERAL TASKS
- Uphold the humanitarian principles of humanity, neutrality, impartiality, and independence
- Respect the Medair values at all times, both within and outside of working hours
- Know, understand, and comply with Medair internal policies and procedures
- Follow the Medair Security Plan and policies at all times
- Adhere to Medair Nationally Recruited Staff (NRS) handbook
FINANCE & ACCOUNTING
- Carry out the day-to-day accounting functions of the programme
- Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and donor requirements
- Ensure effective audit trail is in place and all supporting documents are availed before paying any transaction
- Manage cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed
- Conduct regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies
- Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made
- Supporting colleagues in cash handling and financial transactions, providing coaching and guidance as required
- Produce accurate monthly accounts within the agreed timeframe, including the compilation and finalization of monthly expense sheets (PDFs and Field Connect) for all cash and bank accounts
- Assist the Finance Officer to compile the Cash Needs Forecast from budget holders and logistics staff and consolidate it in the monthly cash needs forecast for the Medair Yemen Programme in Aden, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met
- Assist the Finance Officer in service contract payments
- Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies
- Assist in providing information for internal and external audits; report immediately any possible fraud or theft
- Assist with budget preparation, including providing financial analysis on account spending.
ADMINISTRATION
- Ensure a clear and transparent paper trail is adhered to for all financial transactions and that all filing and archiving is in line with Medair and donor requirements which follows international accounting standards.
COORDINATION & REPORTING
- Maintain open and frequent communication, where applicable, with the Finance Manager, field management and the GSO Finance Assistant concerning all financial issues
- Ensure colleagues are informed of the required finance procedures, and be available to answer any finance related questions and to provide coaching and guidance as necessary
- Submit weekly activity plans and reports to your line manager by email
- Work closely with colleagues and line manager to mitigate the risks of loss and fraud through open and transparent relationships and complete and accurate paperwork
- Ensure relevant reports are produced in a timely manner
QUALITY MANAGEMENT
- Adhere to all financial internal controls and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
SECURITY
- Ensure all cash is locked in the safe at all times
- Ensure cheque books are stored in a safe location
- Ensure only authorized people enter the finance office
TRAINING
- Train new staff and relevant people in the right use of finance documents according to the Medair Finance Manual
QUALITY MANAGEMENT
- Maintenance of accurate and timely accounting records for all financial transactions
- Filing and retrieval of accurate supporting documentation for all financial transactions
- Management of cash and, where applicable, bank payments, ensuring the security of all funds
OTHERS
- Any other reasonable duties related to the above areas
Role Qualifications:
|
Required |
Desirable |
VOCATIONAL QUALIFICATION |
Certified Public Accounts (CPA 2)Business related technical course |
Bachelors degree in finance related field |
WORK EXPERIENCE |
3 years experience in a finance related position |
2 years NGO experience |
LANGUAGES |
Good English (spoken and written) |
|
IT |
Computer literate with good working knowledge of Microsoft Excel, Word and Outlook |
Experience of working with different accountancy software packages |
Role Competencies:
|
Required |
Desirable |
MOTIVATION |
Enjoys challenges and working hard to achieve objectives Able to solve problems independently and as part of a team Passionate about serving those in need in an impartial manner Self-motivated and enthusiastic |
Desire to remain as a long term member of the Medair team
|
TEAM BUILDING |
Team-player with good interpersonal skills and cross-cultural understanding
|
Encouraging, supportivePrevious experience of working in a multi-cultural team |
ADAPTABILTY |
Able to prioritise work to meet deadlines Capacity to work under pressure and manage personal stress levels Creative, open-minded, flexible, self-learner, able to cope with basic living conditions in the field and during field trips, |
Able to fill in for other roles when needed |
TECHNICAL EXPERTISE |
Internal audit and controls Filing and archiving systems Banking systems and Yemen Legal requirements (Tax, Labour law) Expenditure tracking vs budgeting Cash forecasting and cash flow management
|
Knowledge of humanitarian funding and auditing International banking |
MANAGEMENT & LEADERSHIP |
Able to make decisions within a consultative and supportive framework |
Experience of team leadership |
AREAS OR EXPERTISE |
Finance / Accountancy / Budgeting / Forecasting / Cash Flow Management / Data Analytics/ Office Administration |
Humanitarian funding and finance |
WORK CONDITIONS:
Position will be based in the Medair Aden Office. The position holder should be flexible on time depending on the project needs.
Working hours are 08:00 to 16:30 with 30 minutes for lunch.
SALARY: According to Medair standard salary scale
JOB COMMITMENT
TYPE OF CONTRACT: Fixed Term Contract
START OF COMMITMENT: 14.02.2021
How to Apply
Important Notes / مقترحات هامة
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