Full-time Field Support Officer
Descrição da Vaga
International NGO Safety Organisation (INSO) is recruiting a Field Support Officer for Pemba.
Purpose of Role:
The key responsibilities of this position will be to oversee the support the field office and its antennas in HR, administration, and logistics and finance. The Field Support Officer works of under the line management of the Safety Advisor with a reporting line with the Finance and Operations Manager/s in the main country office.
Main Responsibilities:
Finance:
- Process petty cash and bank transactions. Issue cash advances as authorized. Set up and manage a record system for the sums advanced as agreed with the Finance Manager;
- Collect the supporting documents to close all outstanding advances before the month-end;
- Prepare cheques and bank wire transfer slips based on a complete documentation in all respect;
- Liaise with local banks. Remit bank instructions for signatures. Submit and collect documents from local banks. Perform bank reconciliations;
- Process mobile-phone transactions (and/or coordinate payments with Hawalas when they are in place and not centralized at the main country office). Collect and file confirmations of receipt from the final beneficiaries;
- Complete month-end closing according to the agreed schedule. Prepare journal entries, properly coded, allocated and reconciled to enable direct import to SUNSYSTEM. Compile and prepare the accounting and audit documentation, upload the digital copies referenced chronologically in SharePoint, before sending the originals to the Finance department located at the main country office;
- Monthly estimate the cash requirement for the field office, antennas, and upcoming business trips. Timely submit the cash transfer request to the Finance department;
- Act as a point of contact for finance queries and provide financial support to team members. Partake training of staff with financial functions. Time to time travel to other field offices for support or to deliver orientation to counterparts newly recruited.
Human Resources:
- Facilitate visa permits, residency cards, tax regulations, accommodation, etc;
- Record all leave and other absences for field office staff;
- Ensure that field office staff have INSO IDs;
- Ensure that all field office staff are aware of and understand INSO staff regulations and policies;
- Liaise with health insurers as required;
- Ensure that staff time sheets are properly filled and cross checked with leave and absence records and sent timely to the Operations Manager and/or the Finance Manager as required each month.
Logistics, Procurement and Operations:
- Assist supervisor in procurement activities, in collaboration with field operations and program teams;
- Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases;
- Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files;
- Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders;
- Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities;
- Responsible for managing & preparing service level agreements for the smooth running of project activities;
- Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment;
- Maintain and update CO inventory list as per INSO requirements and submit quarterly reports;
- Ensure all assets are tagged and keep record of movement of assets;
- Ensure physical verification is done on a bi-annual basis;
- Monitoring of vehicle movement through vehicle log sheet;
- Manage repairs and maintenance of INSO’s facilities, equipment, and vehicles;
- Maintain a sufficient stock of office supplies and fuel for the office;
- Implement logistical practices and policies and coordinate closely with the Operations Manager regarding contracts and procurement of goods and services.
Requirements:
- Preferably at least 2 years of relevant work experience in similar roles with NGOs;
- A professional certificate in finance, accounting, logistics, HR or another relevant field;
- Proficiency in Microsoft Office;
- High attention to detail;
- Ability to process large amounts of data;
- Good English language skills, both written and verbal;
- Time management skills.
INSO’s Safeguarding Policy:
INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.
Terms & Conditions:
12-month renewable contract.
How to apply?
Please submit completed applications to jobs@moz.ngosafety.org and reference Field Support Officer in the subject line. Applications should be in English and include:
- An updated CV (maximum 3 pages).
- A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.
DATA LIMITE DE CANDIDATURA: 4 de Abril de 2023.
Indique A fonte da vaga na sua candidatura.
Please do not send any additional information (such as copies of certificates, copies of diplomas, other writing samples, etc.) and keep the total size of your application under 2MB if possible. Only shortlisted candidates will be contacted.
