Finance and Admin Assistant at SECOURS ISLAMIQUE FRANCE (SIF)

Job Summary:

Under supervision of the Administrative Coordinator, is responsible to work closely with Finance Assistant in performing all Finance, Admin and HR related duties. This position carries out the below tasks and responsibilities:

Line Management:

Report technically to the Admin Coordinator

Main duties and Responsibilities:

Implementation of Financial & Admin Procedures

• Provide the training to the national staff on HR & finance procedures.
• Maintaining all financial systems for the SIF Field office Maiduguri & Abuja and ensure full compliance with SIF financial (SOP’s).
• To maintain up-to date knowledge of and implement national government requirements and regulations related to financial matters such as income tax, Sales Taxes, social security deductions & provide the feedback in case any query from these departments.
• Ensure the full confidentiality regarding financial & HR information.

Cash and Bank Management

• Withdraw Cash from the bank account under Admin Coordinator or Head of Mission request.
• Management of the Cashbox & bank (Verify before payment that all the receipts/invoices/Taxes/social security etc are correctly filled and eligible for SIF accountancy (indicating date, details of the supplier, clearly written the amount with the stamp).
• Daily update of the accountancy (Cash & Bank) according to the project activities and Finance and Administration needs.
• Perform daily cash count singly and weekly with the Administrative Coordinator and to archive cash inventory every day.
• Supervise and follow-up all monthly payments (Per Diem, Salaries, House and Phone rental, Vehicle rental, etc) at the field office level.
• Post all the financial transaction in the relevant excel sheet compatible with Saga function & ensure all transactions are correctly allocated according to relevant accounting Head, budget Line, Project code etc.
• Timely inform the line management if there is any difference between books.
• Remain vigilant to circumstances which indicate risk of theft.

Closing of Accountancy

• Collect the statement of Bank Accounts by the 1st of the following month.
• Closure of accountancy, prepare the bank reconciliation & other closure documents.

Human Resources

• Assist on recruitment process for hiring national staff.
• Lead on orientation of new staff & ensure the complete documents.
• Maintain recruitment & personal file for candidates.
• Monthly HR reports & share with Admin coordinator
• Inform to the management anything change/law related to labor law.
• Attend the meeting with HR related forums.
• Archives scan copies of national staff files

Logistics

• Liaison with the log team for follow up for proper documentations, payments e.t.c

Archiving Documents

• Keep original vouchers at field office base by ensuring that all procedures are met.
• Scan and archive copies of finance vouchers & send with monthly accountancy to the HQ. 
• Archive the vendor contract files.
• Archive & update Expat Visa files

Others

• Undertake all other duties that may be determined by the Admin Coordinator and/or Head of Mission and that are compatible with the job.

Confidentiality

• Ensure the non-disclosure of any information whatever relating to the practices and business of SIF, acquired in the course of duty to any other person or organization without authority except in the normal execution of duty.

Ethics and Professional Practice

• Respect and promote SIF’s policies.
• Report to line manager on any discrepancies of SIF’s Policies among the team or the partners
• Always maintain confidentiality

Know How

• Ability to work on team.
• Openness to different contexts and cultures
• Ability to step back and analyze.
• Critical thinking
• Flexibility, Patience, Diplomacy
• Rigor and Professionalism
• Autonomy, Versatility, Adaptability, Reactivity, Availability

Person specification:

• Bachelor’s degree in finance, Accounting or Economics.
• Minimum 3-4 years’ experience in similar position.
• Very Good knowledge of accounting and bookkeeping procedures.
• Very Good knowledge of MS Excel skills (creating spreadsheets and using financial functions).
• Organizational and time-management skills.
• Attention to detail, with an ability to spot numerical errors.
• Good communication and report writing skills in English and the local languages.