Finance and Administration Coordinator

Application ends: June 30, 2022

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Job Description

 

 

 

ABOUT RESTLESS DEVELOPMENT

We know young people have the power to solve the challenges we face in our world, but they are being ignored and overlooked. We are the agency that works with young people so they can lead in solving those challenges. Whether that means supporting communities to end child marriage or prevent HIV, we work with young people to change their lives and the lives of people in their communities. 

 

Our programmes are genuinely life-changing, but can’t do any of this without talented, creative individuals at every level of our organization.

 

 

OUR APPROACH TO SAFEGUARDING

Restless Development considers the welfare and protection of children, young people and vulnerable adults to be an organizational imperative with primacy over the success of programmes or strategic objectives. We recognize that safeguarding is everyone’s responsibility and we expect all of our staff, volunteers and partners to ensure we protect the communities in which we operate from harm and abide by our Safeguarding Policy.

 

 

ABOUT THE ROLE

Job title Finance and Administration Coordinator
Location  Freetown, Sierra Leone
Salary SLL 105,273,056 gross per annum, plus allowance and benefits
Preferred start date As soon as possible
Length of contract 1 Year with likelihood of extension
Reports to   Finance and Administration  Manager
Direct reports  Directly line manages: Finance Officer x 1 (Makeni), Logistics IT Officer and Office Assistants (Freetown)
Expected travel Expected travel to regional offices and possibly other operational districts. Time off lieu will be given for any travel required over weekends.

 

KEY PRIORITIES:

 

Undertake daily, weekly and monthly Finance activities-65%

  • Ensure all cash and bank transactions are recorded on time and accurately and that both cash book and bankbook in Financial force are a true record of financial transactions and any differences should be brought to the attention of SFAM and Hub Director  (HD)
  • Ensure the safe keeping of accounting records including cheque book at all times
  • Ensure all transactions and accountabilities have necessary back-up documentation, have been properly authorized by relevant staff, stamp paid before payment and entry into Financial Force.
  • Ensure all financial transactions have the relevant authorization and are made in accordance with Restless Development financial procedures

 Ensure value for money is achieved in all transactions 

  • Maintain the bank accounts to ensure funds are available for all authorized transactions
  • Ensure all financial records are filed according to financial policies
  • Maintain computerized system (FinancialForce) for the management of expenditures  
  • Ensure that all payments to suppliers and/or projects are in accordance with relevant procedures and approved work plans/budgets.
  • Follow up to ensure Debtors/Creditors are kept to a minimum and ensure an update is sent to staff on a weekly basis and ensure all creditors are timely paid
  • Undertake the weekly/bimonthly banking activities as may be agreed from time to time
  • Participate in Bi-weekly budget tracking meetings and ensure feedback given before next meeting and liaise with FAM to incorporate in Quarterly budget reforecast
  • Ensure that cheque books and invoices are well accounted for and are kept in safe and secure custody.
  • Ensure all financial documentation for Programme activities as well as other Field operations are duly received and posted in accounting software and inform FAM of any discrepancies noted if any
  • Ensure claims are correctly coded, with the appropriate supporting documentation and input into FinancialForce.
  • Support the finance team in the annual budget setting process
  • Provide assistance during the quarterly reforecast.

 

 

Assist with Internal and External financial reporting:

  • Ensure timely monthly cash and bank reconciliations and ensure they are ready for sign off. Alert Finance & Administration Manager of any discrepancies noted
  • Assist in preparing donor financial reports as per scheduled timetable (Funnel).
  • Participate in Internal and external audit as may be required from time to time and ensure that the audit checklist/requirements is prepared prior to Internal/external audit.
  • Support other internal and external financial reporting as may be required from time to time.
  • Support internal and external audit processes. 

 

 

          Admin and Operations:

  • Ensure that all procedures and documents pertaining to asset management as per the finance manual are in place and being followed;
  • Ensure updated monthly fixed assets register and ensure all new assets not on warranty are duly engraved and put a system in place to track all moveable assets such as cameras, projectors, voice recorders to prevent loss.
  • Ensure all Office administrative records including among others: generator log, stock inventory records, staff leave requests and record forms as well as Staff medical update balances and provide a monthly report to FAM 
  • Ensure office communication systems these include: notice boards, maintaining the telephone and internet systems, ensuring the post box are checked weekly. Ensuring that the front desk and telephone are efficiently managed.
  • Monitor and authorize Fleet usage i.e. ensuring vehicle logbooks are maintained and kept up to date by staff who drive Restless Development vehicles ,carry out weekly vehicle checks
  • Assist in training of non-finance staff and volunteers in Restless Development finance procedures
  • Ensuring all stocks are monitored (i.e. office supplies, phone cards etc) and a stock register is maintained. Procuring general items and ensuring that the procurement policy is being adhered to by all staff.
  • Maintaining and monitoring other admin records as guided by the Restless Development Sierra Leone Financial Procedures Manual
  • Oversee maintenance of Personal Computers and other office equipment, including backing up and virus protection
  • Ensure contracts and contractual obligations with our landlords in HO and Makeni region are maintained. 
  • Oversee management of all logistic aspects related to office compound at the Freetown Office and support the Operations Manager (Makeni) to ensure this is also done in regional offices
  • Ensure up to date staff work and residential permits

 

 

 

ABOUT YOU:

We are looking for people with the right competencies and skills for the role, and who demonstrate the personal qualities consistent with our Values.

 

Values Behaviours What we expect of the [insert job title]
HEART

We are who we serve.  We are brave.

Values-led Upholds a values-led culture across the Finance & Administration team, inspiring a Restless passion and professionalism amongst all others. Considers the Restless Values when making decisions and taking measured risks at a strategic level Values & Behaviours framework
Innovation Creates an enabling environment for innovation across the Finance

& Administration team. Takes measured risks and solves issues with creativity and innovation. Maintains a focus on aligning the organizational vision for long-term growth in a changing world.

HEAD

We are 100% professional.  We prove that young people can

Delivers Quality Drives quality across the Finance & Administration unit by holding all sub-teams to account for high performance and value-for-money.
Decision Making Drives change across the Finance & Administration unit by considering the long term impact of risks and operational decisions to the Restless Development Sierra Leone Hub.
VOICE

We generate leaders.  We are proud to carry the banner for youth-led development.

Leadership Develops leadership in team members for future growth of the organization.
People Development Builds organizational capacity by creating a culture of continual learning through performance management, training, coaching and mentoring; aligning their own personal and professional development to current and future organizational needs.
HANDS

We are in it together.  We listen and learn.

Effective Communication Builds consensus and commitment amongst staff and major national partners. Confidently anticipates and responds to challenge or resistance in difficult circumstances. Coaches others to Communicate strategically.
Collaboration Is a role model for collaboration at a national, regional and global level; frequently contributing to internal processes and decisions, Leads participatory decision making and strategy development.

 

SKILLS AND EXPERIENCE
Essential ▪     Degree in Finance, Accounting or Logistics

At least 5 years’ experience, ideally in increasingly senior positions

▪     Experience leading, engaging, motivating and coaching a team of staff

Experience of meeting donor financial requirements and reporting, including ideally for DFID, EU and/or USAID

▪     Experience of budget and financial management

▪      Experience of implementing and strengthening internal control frameworks

Demonstrable track record of strengthening systems and identifying innovative solutions to challenges in finance and operations

Experience of a flexible approach to managing and prioritizing a high workload and multiple tasks in a fast-paced environment with tight deadlines

▪     Experience in managing logistics and office functions for a large      organization

▪     Good analytical skills and Excel skills

▪     Excellent IT, written and verbal communication skills.

Desirable ▪     At least 3 years’ experience in similar role

▪     Knowledge and experience of Financial Force

▪     Knowledge and experience of working in Sierra Leone, or a similar context

 

Restless Development is an Equal Opportunities employer and welcomes applications from all sectors of the community. Restless Development will ensure that no applicant or staff member receives less favourable treatment on the grounds of gender, sexual orientation, marital status, social status, caste, race, ethnic origin, religious belief, age, HIV status, disability, or any other factor that cannot be shown to be relevant to performance.

 

WHAT WE DO FOR YOU

 

Remuneration

We are proud to commit to a transparent global salary scale, ensuring a fair and comparable system of pay across all global locations, taking into account statutory benefits. In Sierra Leone, in addition to salary, we offer housing allowance, End of Service Benefit, payments towards medical costs, and NASSIT contribution, as well as an out of country supplement and relocation allowance for international staff relocating to Sierra Leone.

 

Values and Culture

At Restless Development, we’re proud that the strength and integrity of our Values has been recognised by staff, beneficiaries, donors and others who we work with.  Beyond this, we have a culture of recognising and celebrating both our Values and our global achievements with monthly Values Champions and an annual Values Day.

 

Work-life Balance

It goes without saying that we work hard, at Restless Development.  We also recognise the importance of helping staff to maintain a positive work-life balance by offering:

  • 24 days’ annual leave (in addition to public holidays and with an extra day of annual leave given for each full year of service, up to a maximum of 28 days).
  • Birthday Leave
  • Access to flexible working.
  • Generous study leaves, maternity, paternity or adoption leave, and other leave allowances.

 

Professional Development

Restless Development is proud to be an employer who recognizes potential and invests in the development of its staff.  We are committed to the professional development of our staff through:

  • Empowering opportunities to work on significant projects which stretch and inspire staff – allowing them to develop on-the-job. 
  • Regular performance management.
  • Training and development opportunities, including supporting our staff to identify mentors both within and outside of the agency.
  • Quarterly Staff Workshops for all staff to give and receive agency updates, receive training, and socialize.

 

Travel and Medical Insurance

Specify where staff and their dependents are covered by national/private medical insurance schemes.  When travelling abroad with work, all staff will be covered by Restless Development’s travel insurance.

 

Relocation package

For staff who relocate to work with Restless Development, we offer a competitive relocation package.  This will be discussed with relevant candidates and could include:

    • A lump-sum relocation allowance to support you in relocating to your new place of work.
    • Out of country supplements for the duration of your time working in your new place of work.
    • Medical insurance.
  • Women are strongly encouraged to apply

 

 

KEY DATES 

Please send a completed application form to sierraleonejobs@restlessdevelopment.org by 30th June 2022 with the subject line ‘Finance and Administration Coordinator’

Interviews are expected to be held on 7th July 2022.

PLEASE DOWNLOAD THE ATTACHED FILE AND FILL IT FOR APPLICATION.

                                                                                     DISCLAIMER

Please note that Restless Development will never ask for any payments from applicants at any point in the recruitment process. All individuals who are offered employment with Restless Development are always required to go through a formal recruitment process. Don’t hesitate to contact 033222005 for any fraudulent act

 

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