15 Aug 2019

Grant and Finance Officer

Job Description

Grant and Finance Officer

Schedule: Full Time

Department: Operation Department

Reports to: Finance Admin & Human Resource Manager

Location: Hargeisa Office with a frequent travel to Somalia (Puntland,

Jubbaland, Hirshabelle, Galmudug, South West, and Mogadishu)

Do you want to work for a just and sustainable world where all people have the power to effect change?

Organizational Context

Forum Syd is a Swedish civil society organization focusing on democracy and human rights, gender equality, and environment and climate change. Forum Syd vision is “a just and sustainable world where all people have the power to effect change”.

About Forum Syd

Forum Syd is a Swedish democracy and rights organization with about 140 Swedish member organizations with diverse partner organizations and networks worldwide. Founded in 1995, Forum Syd’s vision is “A just and sustainable world where all people have the power to effect change” while its mission is “to advocate for changes that contribute to a just and sustainable world; and to strengthen marginalized communities who organize to claim their rights.”

We work with advocacy and capacity building of partner organizations around the world, on issues relating to democracy and human rights. We mediate grants from Sida to Swedish organizations cooperating with local partners in 70 countries. We have offices in Sweden, Vilnius, Cambodia, Colombia, Kenya, Somalia and Liberia. Forum Syd was founded in 1995 and is the largest civil society platform in Sweden with about 140 member organizations.

Forum Syd Somalia/Somaliland Country Office interventions are mainly centered around civil society strengthening, social accountability and community empowerment interventions with overarching objective of improving the democratic space in Somalia and Somaliland through fulfillment of rights, equal gender participation and sustainable use of natural resources. To effectively achieve this, the country office works with a broad range of partners and stakeholders both local and international within the different spheres of its work.

About the position

The position holder is responsible for maintaining the accounting records of projects in

the Country Office to enable timely management, decision-making and production of reports. To safeguard Forum Syd assets from loss arising from fraud or error and to manage and administer computer accounting packages. The job holder is also responsible for coordination of office activities and operations to ensure efficiency and compliance to Forum Syd Policy and procedures. S (he) will assist the Finance Administration and Human Resource Manager (FAHM) in all grant’s management process for partners and capacity building for employee’s life cycle management. S (he) will be responsible for procurement of goods, works and services in line with procurement objectives while ensuring compliance to the existing organizational policies.

AREAS OF DUTIES AND RESPONSIBILITIES

FINANCE AND GRANT MANAGEMENT

Provide financial and control functions in sub-granting projects and programs.

Support in audit processes and audit follow up within sub-granting projects and programs.

Lead financial capacity assessment of the grantees and internal control, and the agreement compliance.

Plan and conduct Forum Syd country office partners trainings and capacities

Assist in partners inception meetings, monitoring activities, and internal audits

Participate in preparing projects budget as required.

Undertake partners financial documents and financial reports review before disbursals are made

Participate in projects in the field of internal control.

Participate in the annual reporting of the Forum Syd’s Somalia Country Office portfolio.

Participate in the preparation of the annual budget and facilitate its implementation.

Contribute to and carry out capacity-building activities.

Contribute to Forum Syd’s overall application and reporting processes to donors as needed by program team

Assist and oversee projects close-out process once the grant implementation period has ended                                      .

Assist in Balance Sheet Accounts reconciliations due by to others or due to Forum Syd on a monthly/annually basis

Assist in preparing quarterly cashflow forecast

Assist in the production of timely financial reports to donors/partners.

Be fully involved in the annual external audit exercise for Somalia/Somaliland Office.

Assist Contribute to the method development and learning of Forum Syd in general.

Review and manage projects filing from partners and storage system is complete and properly arranged

Assist in procurement of goods and services from registered or other suppliers in Somalia/Somaliland in accordance to Forum Syd and Country Office procurement policy.

Ensure and review that the asset register is maintained in Somalia/Somaliland, coded correctly and recorded in Agresso.

Other responsibilities assigned by supervisor(s)

Administration

Managing both electronic and hard copy correspondences with partners, statutory organizations and other stakeholders and ensure proper documentation for future references

Oversee the maintenance and updating of the assets register/inventory list.

Prepare and submit report of physical assets and inventories on monthly basis or as required

Ensure all insurance policies for both staff and Forum Syd property are renewed in good time.

Book venue for meetings and conferences in good time and ensuring Forum Syd Policy and procedure are complied with

Plan and organize for transfer of staff, partners, visitors and commodities from one point to another in line with existing organizational policies and procedures, including air travel, local travel, and accommodation and visa applications for Forum Syd staff, consultants.

Enforce compliance with security and safety procedures and liaise with the law enforcement agencies over criminal and other security concerns

Human Resource Management

Assist FAHM in recruitment process by developing the recruitment schedule, developing TORs for vacant positions, facilitating shortlisting and scheduling interviews as well as conducting reference checks for successful candidates.

Be responsible to document and archive all partners financial returns/documents

Assist in drafting contracts and job descriptions for staff.

Assist to coordinate staff performance appraisals.

Assist to compile annual staff training needs, tracking and maintaining records of the same and ensure pre-and post-training reports

Ensure that induction plan is signed off and filed in the personal file of all employees.

Ensure that contract renewals are done in a timely manner.

Advise line managers and other employees on employment law, policies and procedures

Be the central person for all HR and Admin related communication for the country office

Handle employee grievances formally and informally, forward them to management and follow up for resolution.

Procurement

Responsible for preparing, publishing and distributing of procurement and disposal opportunities including invitation to tender, pre-qualification documents including terms of reference, invitations for expression of interest, among others.

Act as the secretary for procurement evaluations committees and provide guidance on policy, budgets and other regulations.

Prepare project specific and consolidated procurement and disposal plans and reports as may be necessary in consultation with management.

Undertake procurement and disposal of documents and records as per the procurement regulations.

Prepare and submit to management various reports relevant to procurement as required.

suport to document and archive all procurements for the country office

Be responsible for compiling and regularly updating the annual procurement plan

In consultation with the FAHM, scrutinize all legal contracts to ensure that Forum Syd interests are protected.

Qualifications required

Essential:

  • At least a first degree in Accounting or Finance from recognized university
  • At leat 3-5 years of finance and Accounting experiences at Grants Officer level or above
  • At least three to five years’ work experience in a busy accounting/finance environment at a finance officer level or above
  • Experience of working in the non-profit/NGO sector
  • Conversant with various computer accounting packages
  • Minimum 5 years of work experience in Human Resource and Administration preferably in the not for profit sector
  • CHRP (Certification in Human Resources Management)

Desired

  • Knowledge of Aggresso or other major ERPs

Other Qualities

  • Ability/means to travel to various parts of Somalia/Somaliland and Kenya
  • Other computer skills including good command of Excel
  • Analytical and Decision Making skills
  • Exellent Communications skills
  • Fluent in English (spoken & written)
  • Ability to work effectively as part of a multicultural, international team.
  • Sound knowledge and understanding of budget management and control principles
  • Very good interpersonal skills
  • Ability to plan own work, set priorities and complete it under pressure with very minimal supervision.
  • High level of Integrity and good judgement.
  • Self-directed/motivated.
  • Cultural awareness.
  • Performance-oriented.
  • Problem-solving and analytical skills.
  • Structured and quality minded.
  • Able to work with local and international teams

This position is offered for an initial 1 year with two months probationary period, starting as soon as possible. The position is located at Forum Syd’s office in Hargeisa.

 

Application information

Forum Syd is working for equal opportunities for all. We encourage qualified applicants regardless of gender, age, sexual orientation, functional ability or ethnic and religious affiliation to apply for the position.

Candidates should submit an application in English, consisting of CV (max 3 pages) and Cover Letter (max 1 pages) including summary of your key qualifications and relevant work experience for the position as Grants Officer

Send  the  application  in  an  e-mail  to  address:  co.somalia@forumsyd.org  (subject

heading: Grants and finance Officer no later than August 28th , 2019. We look forward to your application!


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