Administrative and Financial Officer Terms of Reference

Reports To: Line Management: Yemen Chief Manager

Dotted line management: Chief Financial Officer

Location: Aden – Yemen Republic

Duration of Contract: One Year, renewable upon availability of funds.

Type of Contract: Service Contract

Fees: USD 2,170

Job Summary:

The Finance and Admin Officer (FAO) is responsible to ensure the smooth operation of the PTI office in Aden under the supervision of the Yemen Chief Manager.

Job Duties

Financial Management

The FAO ensures that the budget and financial operations in the Peace Track Initiative (PTI) Office in Aden are conducted in accordance with financial policies and procedures. In collaboration with the Yemen Chief Manager and Chief Financial Officer, develops and implements financial practices and procedures to deliver an effective financial management process.

This includes budgets and financial planning, general accounting, accounts payable, accounts receivable, financial analysis and management reporting. It also includes ensuring that appropriate controls and accountabilities for PTI and its partner’s financial activities exist, that they respond to management/donors’ requirements and are understood by all national staff and partners. These responsibilities are performed more specifically by:

• Maintaining PTI Bank Accounts in Yemen and map new financial services in Yemen, in addition to partnerships with financial institutions to facilitate transfers.
• Coordinate the preparation of the annual Aden Office budget for the Yemen Chief Manager and Director approval;
• Monitoring Aden office operational budget and providing related financial reports to Yemen Chief Manager, including by collecting and verifying partners’ financial reports.
• Ensuring quality control over data in the financial system, through performing regular financial analytical reviews. This includes reviewing and preparing monthly bank reconciliations and cash counts, all transactions as well as financial worksheets for quarterly and annual reporting;
• Preparing and validating payment requests.
• Maintain data entry of PTI monthly transactions using cash book excel format.
• Ensuring PTI compliance with taxation and other routine statutory obligations in accordance with Yemeni law and PTI’s Country Agreement with the Yemeni government.

Administration

The AFO ensures that the PTI administration is conducted in accordance with PTI’s policies and procedures, with due regard to Yemeni law and regulations. Administration includes such areas as: procurement and material management (purchasing, travel, courier, printing, delivery and local transportation), facilities management (accommodation, maintenance and security) with due reference to PTI’s Country Agreement with the government of Yemen. These responsibilities are performed more specifically by:

• Managing procurement and consultants’ activities, and ensuring that contract management and the procurement of goods /services are in compliance with PTI policies;
• Managing all facilities functions including vehicle and office maintenance and any major facilities projects;
• Ensuring that any staff relocation/travel to or out of Yemen is carried out efficiently, including accommodation, transport, etc.
• With guidance from Yemen Chief Manager, follow up on legal requirements necessary to implement the projects in Yemen and ensure timely renewals of agreements with the government and other entities.

Requirements

• University degree in business administration preferably in accounting
• 3 years of work experience in non-profit organizations including leading on financial and administrative work.
• Knowledge of concepts related to Human Rights and Women’s rights is a plus.
• Excellent verbal and written communication skills in English and Arabic.
• Ability to respond in a timely manner to different requests and meeting deadlines.
• Ability to work independently as well as demonstrated teamwork and team building skills.
• Excellent computer skills, including effective working skills with MS Word, Excel, and email required
• High degree of resourcefulness, flexibility, and adaptability
• High level of critical and logical thinking, analysis, and/or reasoning to identify underlying principles, reasons, or facts