Admin and Finance Associate

Organization:  The Executive Bureau for the Acceleration of Aid Absorption and Support for Policy Reforms
Post Title:  Full Time Job – Admin and Finance Associate
Duty Station: Aden  
Duration:  12 months (Including 3 months’ probation period)
 
Background and context 

The Executive Bureau (EB) was established to accelerate the absorption of donor pledges and support reform policies pursuant to Presidential Resolution No. (22) of 2013 AD, as a purposeful institutional mechanism to provide support and monitoring the implementation of the common framework of mutual responsibilities for reform policies and to accelerate the absorption of donor pledges. And in support of the Prime Minister's Office.

Areas of work of the Executive Bureau:

• Developing policy proposals for reforms.
• Conduct institutional assessments and implement capacity building projects.
• Providing technical support to institutions and ministries.
• Promoting and building effective models of partnership between the public sector and the private sector.

The Executive Bureau is seeking an experienced and qualified Admin and Finance Associate to oversee the day-to-day administrative and financial operations of the organization. The Admin and Finance Associate will be responsible for ensuring efficient and effective management of the organization's resources, including human resources, finances, and overall administrative functions.

1.    Scope of Work 

The Admin and Finance Associate is responsible for overseeing the organization's full financial and administrative operations. This strategic role involves developing financial policies and controls, preparing accurate reports and budgets, managing cash flow and compliance, as well as directing procurement, facilities, and office services. The Admin and Finance Associate serves as a key partner to leadership, providing financial and operational insights to drive efficiency, mitigate risks, and support the overall success of the organization. At the core of this position is the responsibility to safeguard the company's assets, optimize resources, and ensure the financial health and administrative effectiveness across the entire organization.

Administration Responsibilities:

• Provide strategic guidance and operational oversight to ensure alignment with the organization's mission, vision, and goals; Identify and address gaps or inefficiencies in operational processes.
• Monitor industry trends and analyze data to recommend policy and objective improvements that enhance competitiveness and sustainability.
• Oversee the implementation and maintenance of internal controls, security protocols, and risk management strategies to ensure secure and effective operations.
• Oversee the preparation, analysis, and presentation of comprehensive operational reports to support informed decision-making.
• Lead and participate in meetings to discuss ongoing projects, resource allocation, and process improvements; Represent the organization in external meetings as needed.
• Collaborate with departmental managers to compile and review annual budget information and reports.
• Maintain and regularly review all administrative and financial policies and procedures manuals.
• Participate in the recruitment, selection, and training of qualified administrative personnel.
• Effectively delegate tasks to administrative assistants and provide ongoing support and feedback.
• Establish and maintain comprehensive personnel folders for all new hires, ensuring compliance with labor laws and regulations.
• Analyze workforce data and trends to anticipate staffing needs and develop strategies to address them.
• Lead the collaborative budgeting process and monitor budget performance throughout the fiscal year.
• Oversee the development, implementation, and maintenance of centralized databases and information management systems.
• Assist with routine accounting and general office duties as needed.
• Develop strong relationships and facilitate cross-functional coordination to enhance operational efficiency and problem-solving.

Financial Responsibilities:

• Plan, organize, and execute comprehensive financial tasks and projects to support the organization's strategic objectives. Oversee the end-to-end financial management lifecycle.
• Lead the month-end closing process, prepare detailed financial reports, and conduct monthly financial forecasting and scenario analysis to proactively identify risks and opportunities.
• Serve as the strategic leader of the Administration and Finance Division, providing oversight, coordination, and guidance to ensure efficient and effective operations.
• Establish robust internal controls, audit procedures, and approval workflows to mitigate financial risks. Scrutinize irregular, excess, inadmissible, unauthorized, and unbudgeted payments to ensure compliance with all relevant financial rules, regulations, and policies.
• Spearhead the annual pay fixation process for the company's employees, collaborating with management and the Board to align compensation with organizational goals.
• Ensure timely settlement of bills, receipts, payments, and invoices by thoroughly reviewing and validating the work of subordinates to maintain fiscal discipline.
• Develop insightful monthly management and board reports that provide clear, concise, and relevant financial and operational data to support data-driven decision-making.
• Oversee and guide the Administrative, Finance, HR, and Procurement teams to effectively carry out administration, property management, and maintenance functions.
• Analyze the organization's financial performance, measure returns on investments, and provide strategic recommendations to executive management.
• Serve as a trusted advisor to colleagues, offering guidance and recommendations on financial decisions that impact the company's long-term sustainability.
• Leverage financial forecasts and market intelligence to create comprehensive business plans that chart the organization's path forward.
• Oversee the operations and development of the finance department, including the creation and review of policies, budgeting, recruitment, training, and regular assessments of financial procedures to drive continuous improvement.

Risk Management and Compliance:

• Establish and maintain a robust system of internal controls to safeguard assets and ensure data integrity.
• Monitor and ensure compliance with all relevant laws, regulations, and contractual obligations.
• Identify, assess, and mitigate financial, operational, and compliance-related risks.
• Collaborate with the leadership team on enterprise risk management strategies.
• Serve as the primary point of contact for external auditors, regulatory bodies, and other stakeholders.

2.    Qualifications Criteria

Education and Qualifications:

• Bachelor's degree in Business Administration, Accounting, Finance, or a related field.
• Professional accounting certification (e.g., CPA, CA, ACCA) preferred.
• Master's degree in Business Administration (MBA) or a related discipline advantageous.

Experience:

• Minimum 6-8 years of progressive experience in administrative and financial management roles.
• Proven track record in managing financial operations, budgeting, and financial reporting.
• Experience in overseeing HR functions, including payroll, benefits, and employee records.
• Familiarity with office management, procurement, and vendor/supplier relationship management.
• Background in implementing and maintaining financial and administrative policies and procedures.
• In-depth understanding of office management procedures and departmental and legal policies.
• Familiarity with financial and facilities management principles.

Skills and Knowledge:

• Strong financial acumen and ability to analyze financial data and prepare reports.
• Proficient in using financial management software, spreadsheet applications, and other relevant technologies, including MS Office.
• Excellent organizational and time management skills with attention to detail.
• Effective communication and interpersonal skills to interact with cross-functional teams.
• Problem-solving and decision-making abilities to identify and resolve administrative and financial issues.
• Knowledge of relevant laws, regulations, and compliance requirements related to finance and administration.
• Leadership skills to manage and mentor a team of administrative and finance personnel.
• Ability to synthesize large quantities of complex data into actionable information.
• Excellent business judgment, analytical, and decision-making skills.
• Knowledge of financial reporting and data mining tools such as SQL, Access, etc.
• An analytical mind with problem-solving skills.
• Excellent organizational and multitasking abilities.

Personal Attributes:

• Strategic thinking and ability to align financial and administrative functions with organizational goals.
• Adaptability and flexibility to handle changing priorities and demands.
• Commitment to continuous improvement and process optimization.
• Demonstrated integrity, ethical conduct, and commitment to confidentiality.
• Ability to work independently and as part of a team.
• A team player with leadership skills. 

3.    Reporting and Supervision:

The Admin and Finance Associate will report directly to the Managing Director of the EB and will work closely with the program and operations teams.

4.    Duration and Remuneration:

The position is a full-time role, and the contract duration will be for 12 months, with the possibility of extension based on performance and