Employment Vacancy

CARE International in Yemen

 

CARE International is currently seeking a Finance & Admin Officer – Hub Office, He\she will undertake and complete all financial and administrative tasks and requirements, and provide support services to staff and the Programs at Hub Level.

Under the supervision of the Head of Finance & Administration, the Finance & Administration Officer manages all financial and administrative matters, including payments, program, and project budgets; manages monthly/ bi-weekly project financial reports to the Hub Manager; implements the administration work plan; and supervises the finance and administration team, including providing them with constructive feedback and good guidance.

Position: Finance & Admin Officer – Hub Office

Location: Sana’a Hub Office

Main Responsibilities:

 

Overall responsibility for Financial Management of CARE Yemen’s:

• Ensure a high degree of compliance by partner organizations with CARE’s sub-grant policies and sub-grant contracts so as to contribute to CARE’s overall Programme effectiveness.
• Managing the local implementing partner finances/advances and liquidation.
• Review and monitor sub office internal systems and procedures on a regular basis to ensure that they are implemented.
• Prepare bi-weekly/ monthly BVAs for the PIDs that are allocated under the management  of the Hub Office and share it with the Hub Manager and Program Team within the Hub and field offices to be able to review;and plan future expenses
• Work with program staff on monthly expenditure forecast
• Work with Project/ Programme  staff  and subgrantee organisations to ensure that policies, systems and procedures are implemented as per CARE and donor regulations, trouble-shooting and providing on-going technical support as required.

 

 

Financial Compliance:

• Review payment vouchers and supporting documentation to ensure compliance with CARE’s financial guidelines
• Work closely with CO Accounting Team on monthly/ weekly  cash forecasts
• Maintain advance vouchers recorded in FGMS Peoplesoft and ensure the advances are acquitted in a timely manner
• Ensure there are no open items after soft close
• Ensure payments to vendors are made in a timely manner to avoid disallowed cost after the donor’s grace period.
• Manage monthly Fairshare Cost Pool Allocations
• Work closely with the Country Office Accounting unit on monthly accruals and end-of-the-month closing procedures
• Responsible for sub-grant contracts (Work with CARE partners to ensure compliance with CARE’s financial guidelines)
• Reviews expenditure reports of implementing partners by ensuring all supporting documents and working papers are attached prior to uploading in AP module for disbursement / or liquidation of advances.
• Conduct monitoring visits to partners and prepare recommendations for improving financial procedures and liquidation reports if/when needed.
• Perform monthly internal audits of the documents before sending them to CARE Yemen HQ in Sana’a.

 

Documentation, Filling :

• Provide information about cash-on-hand and bank balances for any currency upon request by authorized staff
• Supervise the filing of finance documents.
• Work with the CARE Yemen’s CI security Documentation officer to ensure all the documents as per CI Security documentation have been scanned and submitted to the head office for safe guarding
• Work with external auditor as required
• Coordinate with CARE Finance team during external and internal audit

Support the development of project budgets:

• Provide creative and innovative technical support to the Hub Manager, Sector Managers and others on the financial and budgetary aspects of applications, proposals and bids.
• Ensure that all such applications, proposals and bids are cost-efficient and take account of such variables as projected inflation rates (especially for multi-year programs), exchange rates, Sub office costs as determined, full cost-to-company of employment costs,
• Ensure that the Hub office costs are well budgeted and monitored on quarterly basis in order to avoid any funding gaps (Staff costs, operational costs etc)

 

Property management reconciliation:

• Responsible for property management and reconciliation between the register and the CARE Yemen books
  • • The quarterly Sub office asset register should be reconciled with the finance records to ensure donor assets have been well recorded.

Provide oversight of the overall Administration functions.

• Ensure effective and efficient administrative support for the organization’s activities and ensure its smooth running.
• Ensure administrative duties, general secretarial and technical services for the Hub office staff are done efficiently.
• Responsible for High level of Filing System and ensure they are managed well.
• Supervise and Provide support to the Admin Assistant in Cash management when managing the Petty / Safe Cash, and handling Bank cheque books
• Conduct frequent cash counts and ensure advances are liquidated in a timely manner
• Ensure segregation of duties is well documented due to the minimum number of staff involved in Cash Management
• Ensure that travel and accommodation bookings are well managed.

Qualification, Education and/or Work Experience Requirements:

 

Education/Training

•            Bachelor's degree in finance

•            Good understanding of finance and administration

Experience

•            At least 5 years of experience in an INGO or International organization, with a good knowledge of Program Financial Management

•            5 years of Managerial skills and supervising others

•            Experience in staff management and coaching

•            Experience in filing and safeguarding important documents

•            Previous audit experience;

•            Experience in training and capacity building

Technical Skills

•            Good communication skills in both English and Arabic.

•            Familiar with Microsoft Word and Excel

•            Report Writing skills;

•            Good organizational skills; and

•            Ability to meet deadlines.

•            Able to work under pressure as part of a busy team

•            Demonstrates a high level of interpersonal skills and patience

•            Able to travel to provinces at short notice.

•            Prepared to work extra hours to meet deadlines

•            Able to work in a team environment.

 

 

Application Procedure: Interested applicants should apply via button below by  by April 23th  , 2024 , Please do not apply unless you meet the minimum application requirements, otherwise you will not be considered. Only short-listed candidates will be contacted.