Finance/Admin Assistant at The Health Support Organisation (THESO)

ESSENTIAL RESPONSIBILITIES
1. Accounting and Finance Management

• Ensure compliance with the organisation and donor regulations and procedures; establishing finance and supporting function policies, systems and procedures, and directing or performing their development, documentation, and implementation
• Supervise and ensure that the day-to-day accounting operations and financial management functions in field offices are performed in accordance with internal policy and procedures
• Review and account for procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments
• Suggests formats for financial reporting to aid financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes
• Ensures the maintenance of accurate records of financial transactions in order to monitor financial status of project activities
• Manages the finance department to meet the financial reporting requirements of Regional Office and Headquarters; This function includes ensuring that all financial reports are submitted on or before the deadlines set and contain relevant information for all the users of the financial reports
• Directs the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements
• Maintains the organisations system of accounts ensuring all accounting data are updated, reconciled and fully supported
• Oversee training of finance staff and provide technical support to country program and logistics
• Supervise or prepare budgets
• Present & facilitate review of actual to budget expenditures with Programme Director and County Coordinators

2. Human Resources Management

• Supervise the human resource and administrative functions in field offices to ensure their smooth and effective operations
• Oversee the recruitment and selection of qualified program field staff, recommend promotions, disciplinary action and termination of staff in consultation with supervisors
• Collaborate with security officer/programme department to maintain security of staff in the field locations
• Make frequent site visits to facilities to ensure that appropriate care and training are being conducted and to offer support to field staff
• Maintain open lines of communications with all field staff

3. Training/ Capacity Building

• Determine training needs for finance and human resources staff
• Train senior national staff to increase their responsibilities in order to build capacity and ensure sustainability of programmes

4. Programme Management

• Assist the Programme department in development of project proposals and reports writing
• Help County Coordinators in tracking projects implementations and measuring it against its indicators using performance based management

5. Working Relationships

• Maintain frequent communication with finance officer to ensure finance activities and objectives are communicated
• Attend coordination meetings which are relevant to project activities
• Interface with national government and relevant agencies to ensure compliance with varying government regulations

6. Representation

• Serve as the principal liaison with donors on matters related to the programme to ensure financial and programmatic accountability to donors
• Establish and update contact details of potential donors in-country
• Participate in donor meetings and communicate relevant information to HQ
• Work with key donor Staff to develop and maintain optimum financial and programmatic relationship
• Ensure maximum visibility of the agency amongst the NGO community
• Lead the production of reports and ensure the timeliness and accuracy of information provided, as well ensuring confidentiality of sensitive information.
• Contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of the organisations Code of Conduct, ethics, values and stand-point with regard to internal and external actors

7. Security

• Ensures financial considerations are planned for and implemented as required at each security level
• Ensures application and compliance of security protocols and policies
• Conduct back-up of key internal documents copies
• Facilitates emergency and non-emergency security expenditures

Qualifications:
• Minimum of a college or university degree in Accounting or Business Administration; preferably a Master’s degree.
• Minimum 3-5 years managerial experience in a non-profit organisation or equivalent experience, training and education
• Extensive experience in the administrative and financial management of overseas programs at the management level
• Extensive experience in working with computerized accounting systems, preferably QuickBooks
• Comprehensive knowledge and working experience with EU, CHF, USAID, ECHO, DFID and UN Agencies
• Skills and knowledge in program sustainability and capacity building, public-private partnerships and project monitoring and evaluation (both quantitative and qualitative methods)
• Strong writing and presentation skills
• Proven capabilities in leadership required
• Strong negotiation, interpersonal and organisation skills