GRADE: 4

TEAM/PROGRAMME: Support Services

LOCATION: Malangwa, Sarlahi

CONTRACT LENGTH: Fixed-term until December 2019 with possible extension

Child Safeguarding: Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE: 

Save the Children is the leading independent organization for children. We save children’s lives; we fight for their rights; we help them fulfil their potential. We work together, with our partners from civil societies and government, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives. We reach approximately two million population and invest over 30 million US dollars annually to reach more children than ever before, through programmes in Health and Nutrition, Education, Child Rights and Governance and Child Protection, Child Poverty, HIV and AIDS, and Humanitarian.

The Finance and Admin Officer will be responsible for accounting of all incoming and outgoing financial transaction in Sponsorship Project Office, Sarlahi, Monitoring and Coaching to Sarlahi Partner Organizations. S/he will also be responsible for smooth operation of Project Office in respect of Administrative, Logistic, HR and Procurement.

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.

KEY AREAS OF ACCOUNTABILITY:

Finance

• Prepare vouchers; ensure filling of SCI forms & formats, proper budget coding and generating payment vouchers, cheque writing and banking transactions.
  
• Timely payments to vendors, staff and settlement of advance, liabilities and receivables etc. and reconcile periodically.
  
• Ensure petty cash is managed and replenished according to established petty cash level.
  
• Maintain FAMAS accounting software, entries regularly done.
  
• Maintain & safely keep back up data of finance and finance related documents.
  
• Monthly cash forecasting is prepared of Sponsorship Project Office as well as the Projects in joint implementation with Govt. Agencies of Project Areas.
  
• Regular tracking of bank balance and ensure timely fund transfer.
  
• Monthly Report of Sponsorship Project Office is prepared and sent to ERO for recording.
  
• Review monthly financial reports of PNGOs, summarize and forward to the Senior FAC for review prior to entering into system; prepare FAS of each partner for reconciliation on monthly basis.
  
• Ensure donor compliances in project implementation
  
• Support Budget Holders in PNGO MFR checking, Budget Planning & Forecast, PSA preparation and Amendments etc.
  
• Monthly Project BVA is prepared and provided to Sr. CASP PC. Required financial information is provided to all budget holders.
  
• Timely conduct routine voucher verification at partners
  
• Provide on-the-spot coaching session and orientation to PNGOs and Budget Holders as required
  
• Support partners’ finance team regarding FAMAS accounting software
  
• Maintain & safely keep back up of finance data and related documents
  
• Establish and maintain the filling system.

Admin. and Logistics 

• Ensure the overall administration of Sponsorship Project Office is running smoothly.
  
• Supervise and coach the work of Logistic Assistant. Ensure that the work of Driver and Support Staff is properly managed.
  
• Ensure that the logistic supports are provided efficiently
  
• Ensure that proper store management is being done and adequately safeguarded of office assets. Documentation is up to date.
  
• Support EFO on annual physical verification.
  
• Ensure vehicles are timely and well maintained. Best bargain for repair & maintenance is obtained. Proper management of vehicles to the request made.
  
• Ensure that vehicle log books are updated and responsible for preparation of Vehicle Running Costs
  
• Support to Partners organizations under Salarhi project office for capacity development of Finance and Supply chain staffs 
  
• Support and monitor the partners’ supply chain management in regards of day to day procurement, Store and assets management ensuring the supply chain compliance.

SKILLS AND BEHAVIOURS (our Values in Practice)

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
  

QUALIFICATION

• Bachelor’s degree in Commerce, Business Studies/Administration or related field(s)
  

EXPERIENCE AND SKILLS

• At least 3 years of working experience in related field
  

Essential Skills

• Knowledge of Funds Flow Management and Time Management
  
• Planning & budgeting skills
  
• Program & Partnership understanding
  
• Working skills in FAMAS
  
• Monitoring/training/coaching skills
  
• Time management skills
  
• Interpersonal skills
  
• Proactive and innovative with learning attitude
  
• Analytical and cost conscious