Finance & admin Assistant 

• Location: based in Sana’a Main office. 
• Reporting to: Finance Manager
• Probationary Period:  Three months
• Allocation  Type /fund : 1st Standard Allocation 2022
• Department: CCCM Department  

YGUSSWP 

Yemeni General Union of Sociologists, Social Workers and Psychologists(YGUSSWP) is a Non profit , and non-governmental organization (NGO), founded in 2011.YGUSSWP Working in the social and humanitarian fields, it is an organization specialized in responding to emergencies, disasters, crises and wars, it carries out its Projects in the following sectors : General protection, Child protection, Women protection, Shelter NFIs, ESKs , CCCM, WASH, Education, Case management, Mental health and livelihood projects, and it has a specialized professional team at the level of Yemeni governorates and districts , It is a professional forum governed by professional rules and ethics .

For more information about YGUSSWP , please visit our website at http://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 responsible  also 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 as and when required

Scope of the Role:

Reporting to the Finance Manager, the Finance & admin Assistant has the responsibility to manage all accountant of project .

Responsibility for Resources:

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

KEY ACCOUNTABILITIES

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. This includes but not limited to:

Finance:

1.    To 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.    Where required in consultation with the Team Leader provide inputs to budget proposal and procurement plan,
5.    Compile and analyze financial information to prepare entries for finance, such as Petty Cash Vouchers, and proper supporting document for transactions.
6.    Establish, maintain, and coordinate the implementation of accounting and accounting control procedures.
7.    Explain expenses bills, vouchers and accounting policies to staff.
8.    Responsible for financial data bases (in excel format)
9.    Prepare bank reconciliation on monthly base.
10.    Any other finance duties assigned by the management. 

Personnel Management

a.    Serve as technical resource person for the accounting department.

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 or 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

PERSON SPECIFICATION

ESSENTIAL

Experience

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

Skills

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

 Special Skills:

• Responsible
• Confidentiality
• Integrity
• Punctuality
• Trustworthy
• Goal-Oriented