Grant and Finance Officer
Forum Syd is a Swedish civil society organisation focusing on strengthening civil society around the world in order for local individuals and groups to strengthen democracy and human rights in their country. Our vision is “a just and sustainable world where all people have the power to effect change”. We believe in building strong civil societies where the power is shared by many and the resources are distributed fairly; where people have power to determine their own lives, influence their country’s development and, together, eradicate poverty.
Employer: FORUM SYD
Job Title: Grant and Finance Officer Featured job
Job Type: Full-Time
Location: Hargeisa; Somaliland
Grant and Finance Officer
Schedule: Full Time
Department: Operation Department
Reports to: Finance Admin & Human Resource Manager
Location: Hargeisa Office with a frequent travel
Do you want to work for a just and sustainable world where allpeople have the power to effectchange?
Forum Syd is a Swedish civil society organization focusing on democracy and human rights,genderequality,andenvironmentandclimatechange.ForumSydvisionis“ajust and sustainable world where all people have the power to effectchange”.
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.”
Weworkwithadvocacyandcapacitybuildingofpartnerorganizationsaroundtheworld, 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 itswork.
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 responsibleforcoordinationofofficeactivitiesandoperationstoensureefficiencyand 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 partner’s 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 cash flow 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)
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
Ensureall insurancepoliciesfor bothstaffandForumSydpropertyarerenewedingood time.
Book venue for meetings and conferences in good time and ensuring Forum Syd Policy and procedure are complied with
Planandorganizefortransfer ofstaff,partners,visitorsandcommoditiesfromonepoint 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
AssistFAHMinrecruitmentprocessbydevelopingtherecruitmentschedule,developing TORs for vacant positions, facilitating shortlisting and scheduling interviews as well as conducting reference checks for successfulcandidates.
Be responsible to document and archive all partners financial returns/documentsAssist 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.
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, amongothers.
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 recognizeduniversity.
- 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 orabove.
- Experience of working in the non-profit/NGOsector.
- Conversant with various computer accountingpackages.
- Minimum 5 years of work experience in Human Resource andAdministration preferably in the not for profitsector.
- CHRP (Certification in Human ResourcesManagement)
- Knowledge of Aggresso or other majorERPs
- Ability/means to travel to various parts of Somalia/Somaliland andKenya.
- Other computer skills including good command ofExcel.
- Analytical and Decision Makingskills.
- Exellent Communicationsskills.
- Fluent in English (spoken &written).
- Ability to work effectively as part of a multicultural, internationalteam..
- Sound knowledge and understanding of budget management and controlprinciples.
- Very good interpersonalskills.
- Ability to plan own work, set priorities and complete it under pressure with very minimal supervision.
- High level of Integrity and goodjudgement.
- Cultural awareness.
- Problem-solving and analyticalskills.
- Structured and qualityminded.
- Able to work with local and internationalteams.
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 inHargeisa.