Finance And HR Officer

Finance And HR Officer

To manage the receipt and disbursement of funds, maintain accurate financial records, and prepare monthly payroll actions, staff contracts, and support in recruitments. Also, assist in the smooth financial and HR functioning.

The post holder will support the field office in managing some administrative functions like HR related and other related support functions. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

The post holder will be responsible for the financial and accounting management, focal point for human resource issues, proper transfer and recording keeping of all transactions as per donor compliance requirements and as per the organizational standards and procedures. S/he will be responsible for ensuring that key organizational principles and approaches, such as child participation, sound monitoring and evaluation systems, financial control and compliance will be achieved in the period. She/he will be responsible for ensuring that sound financial and accounting system is maintained.

Reports to: Field Manager (Renk OiC)

Technically reports to: Field Finance Manager and Field HR Manager.

Staff reporting to this post: Cooks/Cleaners

Budget Responsibilities: None

Role Dimensions

• Internal: All Staff and all Managers in Save the Children Field Programme level, field manager; Operations Manager, Safety and Security Manager Logistics and HR in Juba
• External: County level sections, Local and International NGOs, and UN Agencies in the field location

Finance responsibilities:

• Ensure that there is a file for all the donor financial contracts in the field offices with all donor requirements
• Share the information with the relevant staff
• Assist in audit preparations as per the donor requirements.
• Management of both grants and financial filing system in the field
• Maintenance of the donors fixed assets register in the field offices
• Prepare a performance analysis report for discussion with the Field Manager and other budget holders in the field.
• Ensure that all monthly financial action points are implemented.
• Coordinate the monthly grants finance meeting in the field, and periodic grants monitoring meetings.
• Assist the Grants Manager in providing training on budget monitoring systems, grants management procedures and various donors' terms and conditions to budget holders in the field
• Assist the Finance Manager in developing and maintaining robust and adequate financial internal control systems for cash management in the field offices
• Preparing and posting all correction journals as per budget holders feedback in a timely manner.
• Ensuring all costs are coded properly by reviewing the 'accountant check' for all PR's and payments.
• Make payments after verification of the accuracy, validity, legitimacy of all documentation ensuring, completeness of financial documents, (purchase requests, work orders, pro forma invoices), proper coding and approval by responsible managers before payments are made
• Ensure organization's creditors in the field are paid promptly.
• Reconcile creditor's statements to ensure that all bills have been paid and no disputes arise between Organization and the creditors with regards to timely payments of their bills
• Prepare invoices for staff on private use of the organization's resources such as vehicles and recover the same promptly from the staff.
• In coordination with the Assistant Project Manager and Finance Officer in Juba ensure realistic cash forecasts are provided by budget holders, and place the cash transfer request for the field offices.
• Monitor that expenditure is incurred only against the approved cash forecast and any deviations approved by the field manager before the expenditure is incurred.
• Prepare a cash monitoring report every month to show if cash is spent in accordance to the purpose (budget lines) it was requested.
• Monitor cash balances and transfers at field locations
• Administer the Field payroll and ensure its smooth operation. Verify staff attendance sheet, over time and any other claims
• Submit signed pay slips for staff paid in the field to the Juba Office.
• Liaise with Logistics/Admin Officer on incoming/outgoing staff form/to the field and payments for terminal benefits
• Handle staff advances and loan as per the Staff Advance policy.
• Prepare and submit the monthly project offices on time
• Reconcile the monthly cash and float balances
• Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post.

Human Resource responsibilities:

• Support field level HR process like induction and exit formalities, debriefing as applicable at the time of joining/leaving of staff, maintaining HR calendar, timely renewal of staff contracts, probation confirmation and other procedures.
• Support the Field HR Manager to prepare and maintain all personnel records (leave records, personnel filling, performance review report and HR matter) and related monthly HR information system
• Support Field HR Manager in all ongoing recruitments in Kapoeta.
• Ensure that timesheets and leave schedules for all staffs are completed regularly.
• Manage and supervise field office team cooks and cleaners to ensure that they are supported in their respective roles and that their work is adequately planned, supervise and evaluated.
• Support Field HR Manager in achieving SCI HR minimum standard in compliance with local labor laws and update HR records as per the standard compliance checklist
• Comply with all relevant SCI policies and procedures with respect to code of conduct, child safeguarding, Fraud and Dishonesty and other relevant policies
• Any other duties assigned by your line manage

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• 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.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Qualifications:

• Professional qualifications in Accounting:-CPA II or Degree in accounting or Degree in Business Administration

Experience and Skills:

• 1-3 years of progressive responsibility in HR and Finance of which are spent in an international development organization.
• Proven audit experience
• Proven skills on managing changes, achieving results, ensuring quality, team building and capacity building.
• Strong computer skills, especially on Accounting packages
• Ability and willingness to work under pressure as part of a professional team.
• Excellent interpersonal skills, including cultural sensitivity, assertiveness and negotiating skills.
• Willingness to travel to field offices occasionally

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.