Inso Admin Assistant - Hargeisa at International NGO Safety Organisation (INSO)

Job Summary

The main purpose of this position is to support INSO’s Somaliland Area Manager with the daily administrative and logistic tasks, as well as with the office’s finances.

Major Responsibilities:

• Administration & Logistics
• Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
• Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting Somaliland and organize flight and hotel bookings when required.
• Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Area Manager any anomaly in the consumption or the costs.
• Vehicle fleet: In link with the driver, ensure vehicle logs are updated and accurate.
• Asset follow-up: Maintain and update the inventory list as per INSO requirements.
• Support to HR management: In close link with the Area Manager and the Administration officer in Nairobi,the Admin Assistant shall:
  • Record all INSO Somaliland staff leaves and absenteeism; 
  • Ensure all INSO Somaliland staff have staff IDs;
  • Ensure that the staff regulations are known to all INSO Somaliland staff;
  • Liaise with the health & travel insurance providers as needed;
  • Ensure that the staff timesheets are properly filled and sent by email to the Administration officer every month for all INSO staff in Somaliland.
• The Admin Assistant shall provide individual support those staff members who have no access to computers and/or no English skills.
  Others: Support other admin-related work related to INSO operations in Somaliland, as requested by his/her hierarchical supervisor.

Finances

Payments:

• Ensures that all payments are prepared in time and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
• Ensures that all bills are acquired and presented for payment on time.

Accounting:

• Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
• Maintains the Financial filing system in accordance with INSO guidelines
• Carries out reconciliation of advances monthly giving justification for pending advances.

Reporting:

• Carries out bi-weekly and monthly reporting to the Finance officer providing fully reconciled reports detailing income, expenditure and cash/ bank reconciliations.
• Ensures all vouchers i.e. petty cash, payments and advances are scanned and sent to the Finances Officer on a monthly basis.

Mandatory Requirements:

Languages:

• Somali (working language): mother tongue.
• English (working language): fluent, both speaking and writing.

Computer skills:

Very good knowledge of Excel, Word and Microsoft Outlook.

Academic Background:

No specific academic background is required, but the person must be strong at Maths

Work Experience:

This is a junior position. Work experience is not a must, but previous experience in Administration and/or Finances will be considered an asset. Similarly, previous experience with NGOs are an asset.

Other Preferred Skills and Characteristics:

• Attention to detail, Precision, Ability to not make any mistakes while entering data.
• Honesty and integrity. The holder must exercise a strong work ethic and take responsibility for his/her own actions
• Ability to work under pressure.