YEMEN FLEXIBLE FUND MECHANISM

TERMS OF REFERENCE

Chemonics Group UK Ltd. is currently seeking to recruit a Finance & Operations Assistant to support the effective delivery of financial and operational functions within the Yemen programme. The role will contribute to ensuring accurate financial processes, strong operational support, and compliance with organisational policies and procedures.

Principal Duties and Responsibilities (Essential Functions)

The Finance & Operations Assistant supports daily financial and operational functions, including procurement, administration, and documentation. This role involves ensuring accuracy and compliance with Chemonics' policies and procedures. The position reports to both the Finance Officer and the Operations and HR Manager. Additionally, the Finance & Operations Assistant provides support in areas such as petty cash tracking, timesheet review, staff leave tracking, and maintain organized filing systems to ensure smooth and efficient office operations.

Key Responsibilities

Finance responsibilities:

• Receive payment requests and invoices from different departments, ensuring completeness and proper approval.
• Ensure regular monitoring and follow-up of the prompt payment tracker to keep it updated and support timely processing of payments.
• Respond to queries from different departments regarding payment statuses promptly and professionally.
• Book and edit transactions in the finance system for each payment and other types of journal entries.
• Arrange approved payments for processing and prepare transfer letters to the bank for each payment.
• Share bank slips with the originator after payment has been processed.
• Archive backup documents for each transaction (payments and other entries) on SharePoint.
• Manage the petty cash fund, including disbursements, receipts, and replenishments.
• Ensure all petty cash transactions are properly authorized and documented.
• Perform regular petty cash counts and reconciliations.
• Perform regular reconciliations of bank accounts, payment trackers, and general ledger accounts.
• Review and verify invoices for accuracy, proper coding, and approval before booking.
• Coordinate with the operations team to prepare vendor reconciliations, resolving any discrepancies.
• Communicate with the bank on daily transactions, transfer letters, and any payment-related inquiries.
• Liaise with different departments to resolve finance-related issues and ensure smooth information flow.
• Review employee timesheets for accuracy and completeness.
• Prepare the LOE (Level of Effort) reports as required for projects or management.
• Compile and prepare payroll data (e.g., hours worked, overtime, deductions) for submission to payroll processor or Finance Manager.

Operations responsibilities:

• Support the Logistics Officer in managing petty cash by recording transactions, reconciling balances, and ensuring all supporting documents (invoices/receipts) are properly verified and filed.
• Assist in reviewing staff timesheets for accuracy and completeness to support payroll processing.
• Maintain a vendor database of reliable suppliers in line with Chemonics policies and procedures.
• Ensure proper filing (both digital and physical) of all procurement and operational records.
• Assist in inventory/asset tracking.
• Track staff leave and coordinate with the Finance team to ensure accurate monthly leave reporting.
• Support supervision of office cleaning services, including monitoring attendance, basic performance, and ensuring cleanliness standards are maintained.

Required Skills and Qualifications

To successfully perform this role, the candidate must demonstrate the ability to meet all essential duties and responsibilities. The qualifications outlined below represent the required knowledge, skills, and abilities necessary to carry out the core functions of the position.

• Bachelor’s degree in Finance, Accounting, or related field (or equivalent experience).
• 1–3 years of experience in a finance or accounting.
• Basic understanding of operations and administrative procedures.
• Strong coordination skills and ability to work across teams (Finance, HR, Operations).
• Proficiency in Microsoft Excel and finance/accounting software.
• Experience with SharePoint for document archiving.
• Knowledge of petty cash management and reconciliation processes.
• Strong attention to detail, accuracy, and confidentiality (especially with payroll data).
• Excellent communication skills to coordinate with banks, operations, and other departments.
• Ability to prioritize tasks and meet deadlines.
• Ability to handle multiple tasks in a fast-paced environment.
• Problem-solving skills and ability to follow up on pending tasks.

Training and Development

During your employment:

• Completion of mandatory trainings including Annual Standards of Business Conduct, Cyber Security, GDPR, and any other role-relevant courses designated by Chemonics Management is required. All training costs will be covered by Chemonics.