Finance & Logistics Officer 

Job Description

FAWE SIERRA LEONE JOB ADVERT INTERNAL AND EXTERNAL 

General 

The Forum for African Women Educationalists (FAWE) Sierra Leone chapter is a national organization  established in Sierra Leone in March 1995 with branches throughout the 16 districts in the country. Our  target beneficiaries and constituency are primary marginalized girls and women. Our Mission is to  promote gender responsive policies, practices and attitudes and foster innovations that will provide  opportunities for Sierra Leonean girls and women to prosper in all realms of their lives. Our Vision is to  have a just and inclusive society in which all Sierra Leonean girls and women have access to quality  education and training to achieve their full potential.  

FAWE Sierra Leone is working in collaboration with Comic Relief, an INGO based in the UK, to deliver  the “Girls Access to Education Project” (GATE). for 36 months in three districts (Port Loko, Karene and  Kambia), northwestern Sierra Leone. The GATE project was developed in alignment with the FAWE  Sierra Leone strategic plan 2024-2028 business case, which seeks to improve learning outcomes for  boys and girls at school level and increase their enrolment, retention and well-being. The main focus of  the GATE project is to ensure that a greater number of girls transition to and complete secondary  schools. The project primarily focuses on ensuring that girls stay in schools and are safe, which will not  only positively contribute to the improvement of their retention but also their learning outcomes.  

The programme in Port Loko, Karene and Kambia, districts ‘ Girls Access to Education’, aims to enable  15,000 children from 60 target schools to access and participate in better quality education through two main components:  

1. Improved and safe learning environments for girls in 60 Schools  

• Training of school leadership: 120 school heads and deputies from 60 schools will be trained on  school leadership to make them change agents for girls’ participation and safety in school, who  will monitor and enforce the school safety guide developed under the GATE project.  
• Community of practice meetings: Heads of schools and school mentors will meet on a quarterly  basis to facilitate shared learning among schools and leaders on best practices and measures  taken to ensure girls’ participation and safety in school;  
• School Safety Guide: A School Safety Guide for ending School-Related Gender-Based Violence  (SRGBV) and promoting a safe environment for girls in school will be developed. The guide is a  tool to establish child-friendly reporting mechanisms and address SRGBV impunity in schools by  setting simple requirements of schools to ensure safety of girls. 
• Training of school and peer mentors: Training of 120 school and peer mentors to facilitate girls’  and boys’ clubs in school to encourage girls to speak up and out about the issues affecting them  as well as to encourage boys to support their female peers and make them champions for gender  equality. 

2. Community based platforms including school structures actively engaged to promote girls’  safety and participation in school 

• Engaging community leaders: Engaging Village Development Committees (VDCs), religious  and traditional leaders to intensify and re-enforce the community wide efforts to promote  girls’ education and safety in schools and communities; 
• Engaging men and boys in the communities: Engaging men and boys in the communities  with support from the male school mentors to promote gender equality, make them  champions for girls’ participation and safety in school and create positive role models; 
• Documentation of best practices and role models: At the end of the project, best practices of  men and boys promoting girls’ education, participation and safety in schools and  communities as well as male role models will be identified, documented and shared to  encourage more men and boys to follow these positive examples.  

FAWE-SL is looking for committed, experienced individuals to make up the project team to  manage and implement this exciting new programme in Port Loko, Karene and Kambia districts.  The project will start in October, 2024 and runs for 36 months until September 2027. Positions  being recruited are listed below. 

Applicants should send a covering letter explaining why they are suitable for the position and a  CV either: 

• by e-mail to recruitmentfawesl@gmail.com 
• or deliver in person to the FAWE National Secretariat, 4 Hill Street, Freetown 

All applications should be addressed to: 

The Acting National Coordinator FAWE Sierra Leone Chapter.  

Closing date for applications: Friday 11th October, 2024. Only short-listed candidates will be  contacted.

FINANCE AND LOGISTICS OFFICER 

Position Title: Finance & Logistics Officer 

Location: Freetown, Sierra Leone 

Period: Full-time post;

October 2024 – September 2027 

Supervisor: Project Manager (Line) & Finance Manager (Technical) Positions Supervised: Office Assistant, Janitorial Security 

Salary: Depending on experience and qualifications 

JOB SUMMARY 

The Finance & Logistics Officer shall provide overall administrative and finance support to the field office  and project staff maintaining appropriate systems and procedures for the following: ➢ Administrative support Activities 

➢ Financial Management Systems and Procedures 

➢ Logistics to support the project 

The position requires close coordination with the FAWE Project Manager and the FAWE Finance & Admin Manager and Head of Programmes in Freetown.  

SPECIFIC RESPONSIBILITIES 

R1. Administrative Support Activities 

1. a) Responsible for the supervision of the office assistant and Janitorial Security b) Ensure that an office filing system for financial management and recording project activities and  M&E is in place and maintained in a systematic and transparent fashion 
2. c) General administration of staff matters (e.g. timekeeping, sickness, holidays) and day to day  running of the office. 

R2. Financial Management Activities 

1. a) Responsible for accurate recording of all income and expenditure in the cash book and  computerized accounting system on a daily basis. 
2. b) Responsible for preparing monthly financial reports and submitting them to the Finance &  Admin Manager in a timely manner. 
3. c) Monitoring of actual expenditure against budgets and ensuring that all proposed expenditures  are within budget. 
4. d) Responsible for conducting monthly bank reconciliations and reconcile cash held in the office  and cash advanced to programme staff; 
5. e) Responsible for ensuring that the daily cash book running balance reflects the actual cash in the  safe. 
6. f) Responsible for preparation and timely submission of monthly and quarterly budget projections  for project and operations activities. 
7. g) Responsible for the Stock control and recording of material dispatches. 
8. h) Assist in providing information to queries arising from internal and external audit and donor  reports. 
9. i) Produce certificate of funds transferred by Donors for specific projects and report any  difference for investigation. This will involve the obtainment of Bank transfer credit slips, SWIFTS  from the financial intermediary(s) when transfers are effected. 
10. j) Responsible for the collection of credit and debt advices, cheque books and bank statements for  project accounts from the servicing banks. 
11. k) Ensures that receipts are provided for all expenses incurred and are attached to their respective  payment vouchers and neatly filed accordingly.

1. l) Responsible for the appropriate filing of all financial documents in the office. m) Responsible for the preparation of payroll and payment of staff salaries. 
2. n) Responsible for management of the office petty cash account on daily basis. o) Prepare budget variance on a monthly/quarterly basis with comment(s) and submit to  management. 
3. p) Responsible for preparation and timely submission of monthly and quarterly budget projections  for project and operations activities. 
4. q) Effect all tax deductions in compliance with the tax laws of Sierra Leone and make payment to  the Commissioner of Income Tax promptly. 
5. r) Effect all NASSIT deductions in compliance with the labours laws of Sierra Leone and make  payment to the Director-General of NASSIT promptly.  
6. s) Provide oversite to field offices in maintaining petty cash 
7. t) Responsible for making weekly ‘Back-ups’ of necessary computer files. 

R3. Logistics Activities 

1. a) Co-ordinate the procurement, storage and distribution of office equipment and other office supplies  b) Maintain and update Inventory Register for the field Office in collaboration with the Project Manager and advise the Head of Programmes on any Fixed Asset items purchased at field level for inclusion  in the master inventory database.  
2. c) Ensure that all goods procured conform with the purchase requisition form 
3. d) In agreement with project Manager hire casual labor for repairs to office and project equipment. e) Ensure generator log book is being completed 
4. f) Responsible for collecting quotes and procurement of goods and services at field office level in  accordance with FAWE-SL Procurement Process guidelines  
5. g) Responsible for the Safety (and staff training) of all staff and visitors and the use of office equipment (generator, IT, electrical equipment usage) 
6. h) Ensure that monthly logistics report is prepared and submitted to the Project Manager (including  details of fuel consumption) 
7. i) Oversee fuel reconciliation at the field level in conjunction with the project manager j) Responsible for preparing and maintaining daily motorbike/vehicle movements schedule k) Ensure that the motorbike/vehicle logbook are accurately completed before submission l) Responsible for orienting all staff including drivers on the use of the Motorbike/Vehicle Use Policies  and Procedures and ensure these are observed by all at field office level 

R4. Non-Specific Responsibility 

Perform any other assignments reasonably associated with but not listed in this Job Description as and  when assigned by the Project Manager, FAWE Head of Programmes and National Coordinator. 

REQUIRED COMPETENCIES: 

• Knowledge of and familiarity with general administrative support procedures
•  At least two years’ experience of accounting and financial Management Sound computer knowledge  and routine data processing skills in Microsoft Word and Excel.  
• Excellent communication and Report writing skills 
• Ability to establish and maintain appropriate filing systems 
• Ability to organize and prioritize own work 
• Good interpersonal skills and ability to work under difficult situations with little or no supervision
• Ability to take on additional responsibilities 
• Ability to maintain a high level of confidentiality 
• Experience in QuickBooks or a similar accounting package desirable 
• Experience of donor reporting desirable

Education  

• A Bachelor Degree in Accounting and Finance or any related academic degree.

Institutional Core Values 

• Commitment towards achieving FAWE Mission and Vision in Sierra Leone
•  Commitment to and demonstration of interest in organizational initiatives and issues
•  Demonstration of respect for colleagues and other partners and stakeholders
•  High degree of integrity and responsibility in discharging roles and responsibilities
•  Ability to work in an accountable and transparent manner

Applicants should send a covering letter explaining why they are suitable for the position and a  CV either: 

• by e-mail to recruitmentfawesl@gmail.com 
• or deliver in person to the FAWE National Secretariat, 4 Hill Street, Freetown 

All applications should be addressed to: 

The Acting National Coordinator FAWE Sierra Leone Chapter.  

Closing date for applications: Friday 11th October, 2024. Only short-listed candidates will be  contacted.