Admin/Finance Manager

Job Grade:  Band 6

Department:  Rehabilitation Center

Location: Galkayo

Reports To: Director of the Rehab. Center

Direct Reports: Storekeeper, cleaners, generator attendant, driver, watchmen, receptionist, component maker.

Background:

SRCS is an independent, non-political humanitarian organisation. It was established in April 1963 and became a legal entity following Presidential Decree No. 187 in 1965. SRCS has operated continuously throughout the country’s period of civil war and political divide and is credited for its unity as one National Society. It operates through a network of nineteen branches with activities spread across the country.

Overall Job Purpose

Participate in the planning and development of the financial plan and budget at the rehab. center level that provides justification for financial resources needed to implement programme activities in line with strategic objectives. Provide specialized support in the day-to-day financial and accounting operations of the Branch by compiling and maintaining accurate records of financial transactions related to expenditure and prepare regular reports in compliance with SRCS financial policies and regulations.

Provide General administration/clerical support including overall logistics, purchases, equipment procurement, IT services and maintenance. Responsible for office projects and tasks, filing all project/program documentations as well as overseeing the work of junior admin staff and subordinate staff members.

The post holder is responsible for providing continuous support to the HR Team by coordinating,collecting and documenting HR related services at Centre level.

Essential Duties & Responsibilities 

Programme Planning & Implementation

•   Participate in the planning and development of the financial plan and budget at the Branch level that provides justification for financial resources needed to implement programme activities

•   Review banking arrangements to ensure timely transfer of operational funds

•   Compile and check payment instructions to ensure calculations are correct and supported by accounting documents before posting details of financial transactions

•   Verify all invoices, vouchers, receipts and supporting documents against specified expenditure requisitions and ensure payments are made against verifiable accounting documents

•   Maintain complete records of all financial transactions such as payment vouchers, receipts and other documents in accordance with accounting procedures.

•   Reconcile bank statements and check balances against verifiable documents

•   Reconcile and balance accounts and prepare monthly expenditure returns

•   Prepare timely month-end closure of accounts and including financial statements and reports

•   Maintain proper filing system and make copies of all vouchers and support documents before submission to the Finance Department.

·         Establish, develop and run the Administration Department of the SRCS Rehabilitation Center (Office routines and archives)

·         Be responsible for all matters, work and personnel under the Administration Department (Finance, Secretariat, Reception, Store, Security, Cars, Drivers, Generator and Maintenance).

·         Make decisions and work required about the implementation of duties under the administration department:

o   Handling all cash transactions under the SRCS Rehabilitation Center in Galkayo.

o   Preparing payrolls and processing payments of salaries to all staff the center.

o   Accounting of all income and expenditure under the SRCS Rehabilitation Center in Galkayo.

o   By 10th August every year preparing a consolidated budget for the whole of SRCS Rehabilitation Center, Galkayo, based on input from all different departments/Sections and in collaboration with the Director of the Center. The Director and the Administrator of the Center should sign the budget proposal.

o   Provide necessary secretarial support to the Director as well as to the various departments/sections of the Center.

o   Guide and support the receptionist in implementing duties under that position.

o   Responsible for general maintenance of the machines & equipment in admin department as well as the building of the Center and the compound.

·            According to written and approval procedures, and in collaboration with the various departments/section of the Center:

o   Organize for purchase of the locally available production material, stationery, equipment and other items needed in the various parts of the Center.

o   Prepare and send all necessary documents to Coordination Office in Mogadishu, for purchase of the production material, equipment, machine and other items needed for the total running of all activities of theCenter.

o   The Administration shall sign all orders for material sent to Suppliers.

o   Ensure that any contract for mature work in the Center be given based on the overall best tender form minimum three different contractors. When a partner is paying the bill, the contract has to be approved by the  representative before the work is started. The director and the administrator are responsible for implementing such procedures and signing the documents.

·         Service all departments under SRCS Rehabilitation Center with needed help on request, such as:

o   Organize the cars for patients, staff and expatriates.

o   Arranging for safe crossing on the green line whenever needed.

o   Guiding and taking care of visitors

o   Dealing with and taking care of personal needs of the staff.

·         Supporting and monitoring of the one in charge of generator maintenance.

·         Supporting the director of the center in organizing and preparing for regular meetings in the Center.

·         Ensure the tidiness, cleanness and the upkeep of the area under the administration department.

Reporting:

•        Receive weekly, monthly, quarterly and yearly operational and financial reports from all departments of the center and by 10th of every month prepare the final consolidated financial reports to SRCS Head quarters of Somalia Office according to established format and procedures.

•        Monitor the implementation and process of the plan of action for the center.

•        By 10th of every month send a financial reporting to the SRCS HQ.

•        All expenditure supported by necessary receipt on monthly basis

Operations Management 

•   Participate in capacity development and team building of staff on finance policies and procedures

•   Respond to emergency requests and prepare ad-hoc budgets to facilitate programme operations

•   Monitor and recommend funds redistribution according to operational priorities

Strategic Partnerships & Donor Relationships

•   Provide support to external auditors on a variety of technical accounting issues

•   Participate in discussions with Bank officials on operational matters related to banking services

•   Participate in contract negotiations with suppliers, contractors and service providers

•   Perform other related duties as assigned by the SRSC Senior Management

Dealing with HR Management Issues

·         Oversight of routine personnel files administration and their record keeping, including CVs, hiring, termination, induction, orientations and contracts on policies and organizational working culture.

·         Supervising and controlling work attendance on a daily base.

·         Administration of staff benefits, leaves and staff work plans & staff evaluations.

·         Act as an HR Focal point during data collection, meeting arrangements and all HR related intervention activities at Centre level

Job Competency

To perform the job successfully, the employee should possess the following knowledge, skills, abilities and behaviors:

·         Accuracy and Analytical – Demonstrates precision and correctness in work.  Has the ability and desire to produce accurate work that is free of errors on a consistent basis. Synthesizes complex or diverse information. Excellent attention to detail.

·         Initiative – Without prompting, takes proactive steps to manage and/or improve all work tasks and operations. Is innovative, responsible, and insightful.

·         Adaptability and Flexibility – Demonstrates ability to adjust to and thrive in a dynamic, strategic and results driven organization. It is teachable and receptive, demonstrates openness and patience to work with partner organizations and field teams in a fluid context where needs and demands may change often and with short notice.

·         Teamwork – Works cooperatively with co-workers, donors, end recipients, vendors, volunteers and others to achieve the organization’s mission, values and goals, showing favor, grace, compassion, cooperation, mercy and acceptance.

·         Planning and Organizing– Plans and prioritizes work activities, uses time efficiently and develops realistic action plans; establishes and adheres to deadlines; collects, analyzes and uses data to manage effectively and efficiently.

·         Problem Solving – Identifies and resolves problems in a timely manner using good judgment; gathers and analyzes information skillfully.

·         Bachelor’s degree or equivalent professional practice in Finance, Accounting, Business Administration or Economics

·         Minimum 3 years’ relevant experience in financial planning, budgeting, accounting, financial analysis, internal control, invoice and payroll processing, cash management, bank reconciliation, project accounting, and financial reporting

·           Proficiency in Spreadsheet and Database Packages special SAGE software

·         CPA or ACCA part qualifications are a definite advantage

·         Demonstrating consistency in upholding integrity and ethics

·         Demonstrated knowledge and commitment to the fundamental principles of the Red Cross and Red Crescent Movement.

·         Good communication skills in Somali & English language

Interested candidates should email their updated CV, cover letter, in one PDF, to hr.srcs@yahoo.com 

Deadline for Applications: 11th April  , 2025

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