JOB DESCRIPTION 

• POSITION TITLE: Finance and administrative assistant    
• DEPARTMENT: Operations
• SUPERVISOR: Finance, HR and Compliance Manager
• Start date: As soon as possible 
• Location: Aden
• Reporting to: Finance, HR and Compliance Manager
• Contract Duration: end of the year with possibility of extension
• FTE: part-time 75%

JOB OVERVIEW:

Under overall supervision of the Finance, HR and Compliance Manager, the Finance and Administrative Assistant (FAA) is responsible for administrative support related to finance and administrative agenda of the Country program (CP).
Overall responsibilities consist of processing cash operations, issuing and archiving related finance documentation as well processing invoices and it’s payments. The day to day agenda of the Finance and Administrative assistant may vary based on the actual needs and a time of the month.

MAIN TASKS

1.    Finance: 

• To maintain cash registers in accordance with PIN procedures; 
• To conduct cash operations for the needs of the main office in Aden upon complete and proper documentation is received with all necessary approvals and signatures; 
• To issue and archive relevant support documents like Cash Advance Requests, Cash Advance Clearances and other cash register documents; 
• To monitor, whether all financial documents like invoices and cash settlements on assigned cash registers are in line with PIN requirements; 
• To upload all relevant documentation (invoices, supporting documentation and confirmations) related to assigned type of invoices into SharePoint; 
• To conduct weekly, monthly and quarterly physical cash inventories and document them accordingly; 
• To ensure closure of all pending and not posted documents in cash register by the end of week;  
• To check posted cash register documents, in case of mistake to arrange correction with accounting controlling unit;
• To train new staff to prepare Cash Advance Requests and Cash Advance Clearances and others related to accounting necessary documentation;
• To ensure the Financial Security Rules are followed at any time; 
• Act as an active substitution for the HR and Administrative Assistant.

2.    Archiving, reporting, contractor check and audit support

• Maintains physical archive of HR and Finance related documentation;
• Performs contractor check on all vendors, for all Contracts;
• Assistance with preparation of documents for audits;
• Prepares of supporting documentation for external and internal audits across the country program.
• Maintains proper archive to all administrative documents, registrations, permissions, approvals, letters and relevant documents.
• Coordinate with relevant stakeholders (HoSOs/FM across the country programme) the repatriation of the documentation to HQ.
• Uploading new documents to relevant systems as applicable, providing support to the country programme as a whole.

GENERAL OBLIGATIONS AND RESPONSIBILITIES

• PIN stipulates the right to assign any other kind of work derived from work specialization. In case of urgent work and such like the staff may be asked to work overtime as well as during public and other holidays.
• Adhering to all PIN policies and procedures at all times including those stipulated in the key policies such as the Code of Conduct, Child Protection Policy, Security Standard Operating procedures, etc.
• Punctual attendance to work including both working hours in the assigned office and schedule field trips if applicable
• Ensuring timely and effective delivery of tasks
• Correctness and completeness of given tasks
• The staff takes over the responsibility for all entrusted material or cash and is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately.
• Prompt providing of all relevant information to their supervisor
• Maintain confidentiality of all information gained from employment within not publicly available
• Archiving of all entrusted and acquired documents in proper manner
• Representing and upholding the values of People in Need at all times
• Behave in appropriate manners at all times and in all places

Qualifications AND PREFERRED SKILLS 

• Minimum Bachelor degree or equivalent – fresh candidates are encouraged to apply
• A relevant certificate may be required.
• Good skills and experience with Ms Office and internet usage.
• Strong communication and interpersonal skills.
• Able to make strong relations with stakeholders and counterparties
• Ethical, trustworthy, creative, dynamic, and enthusiastic.
• Superb organizational and detail orientation skills.
• A willingness to learn.
• Ability to work on multiple tasks, under pressure and meet tight deadlines.
• Good knowledge of English and Arabic spoken and written.