Position Title: Finance and Admin Assistant        
Duty Station: Mokha    
Reports To: Finance Manager (Finance Tasks – Primary Report)
Reports To: Operations Manager (Operations Tasks)
Ref: HR26/6

Job Summary 

This position serves the Samaritan’s Purse Republic of Yemen office, which seeks to establish thriving and revitalized Yemen communities through multi sectoral interventions with priority focus on Health & Nutrition, WASH and Livelihoods programming. Primarily the individual will be the financial point of contact (POC) in our sub-base, processing transactions and assisting staff while coordinating with the main office in Aden. This position provides specific support to Aden Finance department and assists in the administration of the financial/business functions of the unit. 

The role also supports the field logistics and Admin Supervisor in managing base operations, fleet coordination and warehousing, HR and general administrative works. This role ensures efficient tracking, documentation, and coordination of logistics resources and SP assets while ensuring and maintaining compliance with organizational policies and procedures.

The employee will serve two departments – both the finance and operations departments. As the financial POC, the employee will prioritize financial tasks, however, they are also required to support operational duties when they are not otherwise obligated by financial duties. The employee’s time should be completely utilized by both finance and operations responsibilities.

Major Responsibilities: 

1.    Finance Responsibilities

1.1.    Cash Management

a.    Conduct cash distributions to beneficiaries & other cash recipients according to Samaritan’s Purse Best Practices.
b.    Distribute cash in alignment with documentation. Reconcile cash documents. 
c.    Maintain and update the Cash and Bank Ledgers. Upload them into Field Connect. Ensure that the Finance Journal is updated any time that a payment is made.
d.    Ensure that all costs are allocated to the respective speed keys and general ledger accounts as indicated in the supporting documents. 
e.    Maintain proper cash flows. Ensure adequate liquidity to properly support programs. 
f.    Store documents physically and electronically. Scan documents to central system, and transmit physical financial documents, ensuring their integrity.
g.    Ensure proper procedures are followed according to Samaritan’s Purse Policies
h.    Participate in regular cash counts with members of the SPRY Team

1.2.     Finance Focal Point
a.    Serve as the primary POC for all financial matters in Mokha sub-base
b.    Coordinate with Head Office to resolve matters of financial dispute
c.    Receive bank documents from field staff and submit to Head Office for further processing. Coordinate with Head Office for any reviews or corrections.

2.    General Administrative and Operations Supports:

2.1.     Logistics Support

• Maintain accurate data record, updates and tracking systems for office supplies, cleaning supplies, Non-Assets (resources) and fixed assets for Mocha base
• Monitor and follow up on cleaners’ schedules to ensure timely and effective service delivery.
• Assist to tracking vehicle requests, permits and documents for the Mokha office and ensure to Collect, review, and archive vehicles and drivers document in an organized manner.
• Support and Assist the Field Logistics Supervisor in following up on daily and weekly vehicle movement plans and approval Process.
• Assist with basic warehouse operations when required, and provide backup support to the Warehouse Focal Point on an as-needed basis.

2.2.    HR and Admin Support

• Receive, review, and verify staff timesheets and leave requests, ensuring accuracy before submission to the HR department in Aden.
• Coordinate logistics for recruitment processes, including preparing testing venues, organizing schedules, and assisting candidates during the testing phase for Mokha recruitment.
• Lead the orientation for new hires by introducing them to team members, departments, and office workflows to ensure a smooth transition into the organization.
• Monitor daily attendance records and prepare weekly printed sheets for management review.
• Facilitate the processing of HR paperwork (employment contracts, extensions, amendments, annual performance appraisals, anniversaries and etc..) and ensuring all documents are signed and returned promptly.

3.    Other duties:

• Maintain a safe and positive professional environment and communicate any workplace conflicts or grievances to the HR department in Aden.
• Ensure that all HR announcements, policies, and updates from the Aden office are clearly communicated and understood by staff in the Al-Mokha office.
• Organize staff social activities, including monthly team lunches and celebratory events, to foster a collaborative office culture.
• Complete other activities as directed by Finance Manager and the Field Logistics Officer and performing all other tasks and responsibilities assigned for the benefit of Samaritan’s Purse with a generous and serving spirit.

Skills Required

To perform this job successfully, an individual must be willing to abide by the organization’s code of conduct as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform their responsibilities.

1.    Attention to detail, anticipation and follow up the core values of the job function while maintaining the highest levels of confidentiality regarding confidential information.
2.    Possesses strong organizational and problem-solving skills within a fast-paced environment.
3.    Must be a self-starter and internally driven to success and hard work.
4.    Possesses strong cross-cultural communication skills, both written and verbal.
5.    Must be a humble team player.
6.    Ability to be flexible and adaptable, taking on additional responsibilities as needed. 
7.    Knowledge of computer systems and its applications such as Outlook, Word, and Excel including formulas/formatting.
8.    High level of integrity and stewardship.
9.    Committed to the SP values and ethics.
10.    Above average mathematic skills
11.    Ability to acquire, build and maintain positive working relationships
12.    Excellent verbal and written communication skills in Arabic and English
13.    Excellent planning, organization, and problem-solving skills
14.    Levelheaded and calm demeanor; able to firmly, yet professionally, direct people when the need arises 
15.    Self-starter and motivated to succeed, regardless of the task
16.    Willing to travel as required by Finance Manager and Operation Manager.

Education / Experience Needed

• Bachelor's degree or Diploma in Accounting, Finance, Business Administration, or a related field. 
• Proficiency in Microsoft Office applications, particularly in Excel.
• Minimum 1–3 years of experience in finance, accounting, administration, or a similar support role in INGO.

LANGUAGE  

• Fluency in written and spoken Arabic and English are required

REASONING ABILITY 

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

1.    The noise level in the work environment is usually moderate but may be exposed to loud noises around maintenance and construction workshops.
2.    May travel in country with exposure to communicable diseases, hot and humid weather conditions. 
3.    Able to work in a security context that is fluid.

This is a non-contractual document that can be varied from time to time as circumstances dictate. This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All Organization staff are expected to demonstrate flexibility and willing to perform appropriate tasks when the need arises.