Job Description
Job Opportunity for Finance & Admin Officer
Diakonia is a Swedish Development Organization that works together with local partner organizations for sustainable change for the most vulnerable people in the world. We work for a just, equal, and sustainable world to change political, economic, social and cultural structures that cause poverty, inequality, oppression and violence. Diakonia does not implement or carry out projects on its own. Instead, we support through funding and cooperate with local partner organizations to achieve our objectives.
Diakonia has about 400 partner organizations in 30 countries. In Sub-Saharan Africa, Diakonia employs 100 staff at country offices in Mozambique, DRC, Zimbabwe, Zambia, Uganda, Kenya, Somalia, Mali and Burkina Faso and the Regional Office in Kenya.
In Somalia, Diakonia has three programmes within its current strategy plan (2020 to 2025), which focus on democratic governance, human rights, and building resilience of youth and agropastoral communities. Diakonia works with 10 local CSOs as implementing partners (8 in Puntland and 2 in the Southwest States). The portfolio of partners includes organizations that Diakonia has worked with over a long period of time and others who are new. Besides, Diakonia is directly working with the government institutions in Puntland and Southwest states, including the Puntland Office of Human Rights Defenders.
To support this, we are looking for outstanding, dynamic, results-oriented, and self-driven individuals to fill the position of Finance & Admin Officer covering the work in Somalia country office.
Finance & Administration officer
The overall job purpose is to provide support in the development and implementation of finance, budgeting, grant management and human resource management, in order to ensure transparent and efficient utilization of organizational resources in compliance with approved policies, procedures and donor requirement.
Essential Duties & Responsibilities
- Financial Management and Reporting
- Coordinate preparation and implementation of the country office-operating budget, including specific project ensuring it is up to date for all funding sources and is participative involving all units
- Ensure strict adherence and compliance to financial control systems, policies and procedures
- Process payments and disbursements and other financial transactions ensuring payment vouchers are properly approved before payment is effected
- Ensure timely processing of staff payroll in accordance with labor regulations
- Monitor budget implementation and expenditures and process request for budget revisions
- Prepare and maintain proper books of accounts, including overseeing an up-to-date register of assets
- Develop and maintain proper financial records and archiving system • Prepare and submit monthly/quarterly reports ensuring they are complete, accurate and timely
- Oversight for the preparation of the grant financial report and audit in compliance to donor requirements.
- Maintain cash flow management and cash custody Grant Management Review budgets from partner organizations and ensure compliance with policy guidelines
- Receive and assess financial reports from partners ensuring compliance with PME hand book requirement on reporting, invoicing, procurement and asset management
- Ensure disbursement receipts, financial reports, completed assessment tools and audited financial statements are uploaded to Diakonia’s project handling system (FixIT)
- Facilitate partner institutional capacity strengthening strategy to ensure that partner organizations implement programmes effectively, efficiently and sustainably
- Coordinate proposal writing in relation to budgets with regard to grants
- Act as the focal person for finance and administration to backstop donors in relation to grants.
- Prepare contractual agreements for partners in line with to donor requirements. Audit and Risk Management
- Support preparation for audit process and ensure a complete audit trail is in place to facilitate audits
- Source the services of a professional audit firm in accordance with approved policy and procedures
- Coordinate audit processes in relation to audited financial statements, including the management letter for country office and ensure compliance with Diakonia and donor requirements.
- Receive and assess audited financial statements, including management letter from partners and ensure compliance with Diakonia’s PME hand book requirements.
- Follow up on issues raised by auditors in the management letter in relation to country office
- Put in place measures to properly address audit findings and recommendations
- Submit reports and audited financial statements as per the required deadlines
- Upload the audit reports and management letters to the project handling system (FixIT) Administration
- Monitor procurement, logistics, travel and events processes for compliance with policy guidelines
- Monitor utilization of motor vehicles, office equipment, computers and ICT system to ensure proper operation and maintenance in compliance with policy guidelines
- Monitor records management and archiving system to ensure compliance with policy guidelines
- Monitor protective measures to secure computers and office equipment
- Ensure that the office legal registration is up to date Human Resources
- Coordinates the finance and administrative team as per Country Director delegation
- Monitor HR processes are in full compliance of with approved policies and applicable labour laws
- Provide advice and support to staff in relation to HR policies and programmes
- Coordinate the employment process and prepare reports about selected candidates
- Maintain accurate and updated employee records and files
- Monitor employee leave records and prepare and implement annual leave schedules
- Implement employee benefits including sick leave entitlements
- Participate in performance assessments and capacity building plan for allocated staff.
- Review staff complaints, grievance and disciplinary cases and recommend appropriate action
- Support effective implementation of policies focusing on improving working environment
- Maintain contact with staff in the regional office in relation to human resource matters.
Skills and Qualifications
Education, Training & Professional Qualifications
Bachelor’s degree in Accounting, Finance, Business Administration, Commerce, Economics, or equivalent qualification.
Computer training in accounting software and MS Word, Excel, etc.
Training in human resources management and development
Fully qualified accountant from recognized accountancy body CPA/ACCA
Job Competencies & Experience
- At least 5 years finance and administration experience gained from a non-profit organization handling donor funds.
- Demonstrates consistency in upholding integrity and ethics
- Acting as a team player and facilitating teamwork
- Proficiency in Microsoft Word, Excel, and accounting software
- Effective communications and interpersonal skills
- Consistently approaches work with energy and positive
- Remain calm, in control and good humored even under pressure.
- Respond positively to critical feedback and differing points of views.
- Good knowledge of national language of the Country Office and proficiency in English language
How to apply
Should you be interested, your application needs to include a covering letter indicating why you want to join Diakonia, a detailed CV highlighting relevant experience, a daytime phone contact, email address, and the names of three professional referees by close of business 31st January 2023. All applications should be sent to recruitment.africa@diakonia.se Only short-listed candidates will be contacted.
