Finance Admin Assistant
TEAM/PROGRAMME: Regional Programme Office Zwedru
LOCATION: Zwedru with field visits as required
REPORTS TO: Deputy Chief of Party (technical line management – Finance Coordinator)
Staff directly reporting to this post: None
GRADE: 5
POST TYPE: National
CHILD SAFEGUARDING
Level 2 – the responsibilities of the post may require the post holder to have some contact with or access to children or young people.
Commitment to Child Protection:
Save the Children is committed to keeping children safe from abuse and harm. Candidates applying for this post will be subject to the Child Safeguarding recruitment procedures and checks.
Accountability Commitment:
Save the Children is committed to be transparent to children, their carers and communities with whom it works by promoting and abiding by existing organizational accountability system which includes – sharing relevant information on its work with children, their carers and communities with whom Save the Children works; reporting concerns raised by children, their carers and communities about the intervention and involving children at all stages of the intervention.
ROLE PURPOSE
The purpose of this role is to provide efficient and effective finance and administrative support to Regional Programme Office Zwedru.
INTRODUCTION
Dimensions:
Save the Children seeks a Finance Admin Assistant for a USDA McGovern-Dole International Food for Education and Child Nutrition Program. The LEARN program will be implemented in six counties in Liberia: Gbarpolu, Grand Bassa, Grand Gedeh, River Cess, River Gee, and Sinoe and will reach 229 schools and 112,498 direct beneficiaries throughout the course of the project. Save the Children will carry out the LEARN program over a period of five years. LEARN’s project design addresses both of USDA’s strategic objectives: Improving literacy of school-age children (SO1) and Increased use of health and dietary practices (SO2). Activities of the project focus on improving the quality of literacy instruction, student attentiveness, student attendance, improving knowledge of health and hygiene practices, safe food preparation and storage, and nutrition, and by increasing access to clean water and sanitation, preventative health interventions, and food prep materials and storage equipment.
MAIN RESPONSIBILITIES
FINANCE
(A) Make payments and receive funds in accordance with finance procedures:
- Collect and examine supporting documents.
- Ensure that documents and signatures are valid.
- Prepare payment vouchers and receipt voucher.
- Maintain float, loan and salary advance registers.
- Prepare monthly payslips upon reception of a duly authorised payroll.
- Record all transaction on manual/computer systems as appropriate.
(B) Manage the petty cash:
- Monitor cash flow and request top-ups from Monrovia Country Office.
- Ensure that supporting documents/signatures are valid.
- Prepare petty cash vouchers.
- Be responsible for petty cash held in the office.
- Prepare Petty Cash Form, and request additional cash as necessary.
- Carry out cash count every day, and a weekly and monthly cash count supervised by the Deputy Chief of Party.
(C) Ensure that all accounts records (originals) are sent to Monrovia Country Office and copies files in an orderly manner.
(D) Assist in the production of the monthly accounts (specifically, produce the cashbooks for the sub office) and ensure that accounts are received in Monrovia Country Office within the second week of each month.
(E) Provide support to the office in all other financial matters.
ADMINISTRATION
- Maintain all administration files.
- Allocate VHF radios as required, and ensure that they are used according to accepted operation procedures.
- Ensure that there is appropriate accommodation and furniture for both office and residential needs and that there is a valid lease contract.
- Facilitate the negotiation of any changes to the property contract, or improvements to the property, with the landlord.
- Manage all domestic arrangements. This includes managing domestic staff (cook & cleaner), driver and watchman and overseeing the day to day running of the house (e.g. monitoring costs).
- Oversee all administrative filing records.
- Receive, distribute, circulate and file all documents that come into the office.
- Distribute documents to other agencies.
- Maintain and manage a suitable stock of office stationery.
- Ensure that all major financial (or other) commitments with other parties are covered by a legal written agreement.
- Send the weekly pouch to head office, including keeping full records of pouch contents.
- Ensure that all communications are properly referenced and recorded.
- When necessary, book flights and in collaboration with the Monrovia Country Office and arrange visas extension for staff and visitors.
- Meet visitors at the airport.
- Receive visitors to the office in a polite and helpful way.
- Make arrangements for meetings and workshops.
- Provide support to the office in all other administrative matters and HR assignments.
OTHER
- Produce a monthly written report for the Deputy Chief of Party, copy to Finance Coordinator.
- Liaise with Monrovia Country Office as necessary.
- Undertake any other duties that may be requested by the Deputy Chief of Party or Finance Coordinator.
- Prepare monthly payslips and salary payments upon reception of a signed payroll from Monrovia Country Office.
- Prepare month end cashbook.
- Undertake any other duties that may be requested by the Deputy Chief of Party and/or Finance Coordinator.
CORE BEHAVIOURS
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
- Education background and minimum of three years’ experience in a similar/equivalent capacity (finance/administration/logistics).
- Proven management experience in administration, finance and logistics.
- Knowledge of Liberian labour and other laws.
- Excellent English, both oral and written.
- Good communication skills, both oral and written.
- Working knowledge of Microsoft Office package, specifically Excel and Word.
- Methodical and with an attention to detail.
- Excellent coordination skills.
- Practical problem solving skills in a difficult environment.
- Sets ambitious and challenging goals for themselves, takes responsibility for their own performance and personal development.
- Builds and maintains effective relationships, with their team members, colleagues, members and external partners and supporters.
- Willingness to abide by SCI Child Protection Policy and Code of Conduct.
- Commitment to Save the Children values.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
More Information
- Job City Liberia
