Role and responsibilities

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities. Use actions words such as conduct or assist for the position relevant responsibilities.

Job description:

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

1. Adhere to NRC policies, tools, handbooks and guidelines.
2. Assist with the implementation of the support function portfolio according to plan of action.
3. Prepare and develop status reports as required by management.
4. Ensure proper filing of documents.
5. Promote and share ideas for improvement of the support function.
6. Assist Finance officer in preparing all payments vouchers and cheques while ensuring adequacy and accuracy of supporting documentation.
7. Assist finance officer in bank accounts and cashboxes reconciliations.
8. Undertake timely analysis and submission or filing of all financial documentation.
9. Scan all vouchers, contracts and other financial documents as well as supporting documents on regular basis.
10. Maintain accurate financial and accounting files and transactions, both soft and hard copies.
11. Assist in accounting procedures reviews to ensure compliance with all the applicable accounting laws and statutory regulations, NRC requirements and donor regulations.
12. Maintains liaisons with officials of local banks to obtain day-to-day information on exchange and interest rates, changes in procedures and regulations, and matters pertaining to maintenance of office bank accounts.
13. Performs other duties, as required.
14. Preparing and verifying payments vouchers and cheques while ensuring adequacy and accuracy of supporting documentation.
15. Liaise with official local banks to obtain day-to-day information on exchange and interest rates and acting accordingly.

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

1. Responsible for keeping the bank & cash accounts.
2. Conduct cash count every week and every month.
3. Responsible for conducting the day to day payments for the Sana’a AO and ensuring that all supporting documentation is compliant with NRC policies and procedures.
4. Ensure that transactions are recorded in a timely and accurate manner and all documents are filed correctly.
5. Ensure that all documents and files are kept according to NRC policy and can be easily retrieved for audits and other internal purposes
6. Assist in the retrieval of documents necessary for audits and document reviews as required.
7. Ensure the monthly transactions vouchers scanned and saved in the sharepoint.
8. Inform & advise the supervisor relating to breaches of policies, procedures, internal control, matters of misconduct, and other any other areas of concern.
9. Liaise with Alkuraimi for bank process payments
10. Liaise with the bank related transactions such as hand the cheque to the bank and encashment and deposit the same to either the suppliers or staff.
11. Responsible to process payments from the field offices if there are any request from the offices SAO.
12. Participate in asset inventories and stock counts every year.
13. Temporary assume duties of other finance team members when required such finance assistant role in the field offices.
14. Other duties as required by the Finance Manager or her delegates.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Internal Contacts

• Finance Manager
• Finance staff
• Program staff.

External Contacts

• Banks
• Auditors

Scale and scope of position

Competencies

Competencies are important in order for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• Experience from working as a Support Function Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Some knowledge of English

Context/ Specific skills, knowledge and experience:

• Bachelors Degree in Business Administration, Commerce, Finance or Accounting
• Minimum of 2 years’ relevant experience in a donor grants management role

2. Behavioral competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Excellent interpersonal, written and verbal communication skills
• Good financial analysis skills
• Understanding of the Yemen environments
• Good knowledge of financial reporting systems
• Ability to work under pressure and meet deadlines
• Ability to work well with people from diverse cultures and communicate effectively.
• Ability to work independently and as part of a team
• Good computer skills in MS Office.

3. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review
• The End-term Performance Review 
• The NRC Competency Framework

Qualifications:

• B.A in Finance/Accounting
• Certified Public Accountant level II.
• Minimum of 2 years’ relevant experience.

Education field:

• Finance / Economics

Education level:

• College / University, Bachelor's degree

Personal qualities:

• Numerical skills.
• Good office administration skills.
• Strong and proactive interpersonal skills.
• Good computer spreadsheet skills with exposure to computer based accounting systems.
• Excellent communication, including report writing skills.
• Accurate and with keen attention to detail.

Language:

• Arabic
• English

ABOUT US

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.