JOB TITLE: Finance Assistant | LOCATION:Gaza oPt, Contract length:12 months with possible extension | Reports to:Finance & Support Services Officer | Grade:B/S1
HelpAge International is a global network of not-for-profit organisations with a vision of a world where older people fulfill their potential to lead active, dignified, healthy and secure lives. With over 70 affiliates and 300 partners across more than 50 countries the HAI network brings together hundreds of organisations worldwide. HelpAge has a secretariat with offices in London and Brussels, six regional centres in Africa, South Asia, SE Asia, Central Asia, Latin America and the Caribbean.
HelpAge provides age-specific essential relief items, advises and supports agencies to ensure that services are age-appropriate, works with healthcare providers to improve older people’s access to health services, and supports older people’s capacity to maintain livelihoods and contribute to community support, and works with child-focused agencies to ensure the care and protection of vulnerable older people and children through intergenerational activities.
HelpAge International started working in the Gaza Strip in February 2009 following the December 2008 - January 2009 conflict. It is providing capacity building of beneficiaries, carers and other stakeholders in addition to providing a response for older people needs, including psychosocial support, livelihoods support and health/physical rehabilitation.
HelpAge has also addressed the dearth of information on the situation of older people with a focus on assessing the needs of older people as this has not been a prime concern for other INGOs. Through its work, HelpAge aims to educate other organisations and agencies about the needs of the older people and the importance of including them in humanitarian response programmes.
Main JOB PURPOSE:
The Finance Assistant provides support for general financial, administrative and logistics management for any on-going HelpAge activity in the Gaza strip.
-Ensure that procurement policies and procedures are followed for different purchases and biddings related to HAI.
-Review and check payment requests and their related supporting documents and make sure that they have the approvals and the authorizations needed from the Project Manager.
-Check the petty cash report and all the payments that accompany it and make sure that is prepared according to HAI procedures.
-Make sure that payment requests are in compliance with HAI financial policies and procedures before issuing checks
-Prepare payment vouchers, issue checks to settle payment requests,
-Do the filing for all financial vouchers and reports and make sure that they are in good order and done properly.
-Keep tracking and updating partners’ budgets and expenditures, reviewing and checking their finance reports, and doing money transfer after getting all approvals needed on the payment request.
-Work closely with project team members on financial issues related to partners and CBOs
-Make field visits to partners on quarterly basis to check the original vouchers and supporting documents related to their quarterly finance reports.
-Participate in Bids Opening Committee for supplies, stationary, computers, etc… that is procured for HAI staff or for implementing the projects activities and opining bids for partners.
Admin and Logistics duties
-Responsible for the procurement of capital assets, and prepare updated inventory lists.
-Responsible for purchasing, bidding, and preparing payments for general supplies.
-Ensure the procurement policies and procedures are followed, for different purchases, bidding, and ordering for partners
-Maintain the confidentiality of incoming and outgoing faxes, email, documents, records and files.
-Responsible for Car Pool.
-Arranging logistics for visiting staff such as hotel accommodation, transportation and preparing logistical arrangement payments.
-Responsible for the general filing management in the office, i.e. creating new files with proper indexes according to the need, keeping and sorting documents.
-Preparing and following up on project files and contents on a regular basis, for purposes of auditing.
-Supervise secretarial work such as taking minutes of staff meetings, answer and forward phone calls, receive and distribute mail and faxes, send common requests, invitations etc. to partners and others, update contact lists, follow-up on stationary needs.
5) Other duties:
-Cooperate and assist in audit requirements.
-Work closely and carry out other duties as requested by the Finance Manager and the HAI team within the scope of this position.
-Close all financial related files when the year ends and open new files for the New Year.
-Prepare bids whenever it is needed.
-Perform other duties as assigned by the line manager.
EXTENT OF AUTHORITY:
The post holder is authorised to make decisions within the framework of this job description adhering to agreed budget and programme proposals, and within the limits defined in HelpAge’s procurement and finance policies, after approval from the line manager and oPt Country Director at all times.
The post holder is expected to operate within all HelpAge policies and procedures.
SKILLS AND BEHAVIOURS
-The post holder adheres to and works in accordance with the Accountability and Quality Framework,
-Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling HelpAge International.
-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
-Minimum of a bachelor degree in accounting or a related field.
-At least 2 years of professional experience in finance and accounting.
-Production and interpretation of management accounts; and advanced spreadsheet skills;
-Strong communications, interpersonal, organization, and listening skills.
-Knowledge of general accounting principles.
-Ability to work courteously and confidentially with people in person and on the phone.
-Current Drivers Licence.
-Ability to prioritise work and meet deadlines
-Financial and logistic experience with INGO’s/commercial sector
-Excellent computer skills in MS Word, Excel (or other spreadsheets) and word processing.
Kindly send a CV and a letter of intent to firstname.lastname@example.org
no later than 6 June, 2015, clearly marked at the subject line the role you applying for.
Short-listed candidates will be contacted only.
Short-listed candidates will be contacted only.
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