Support Services Officer

Organizational Profile:

Secours Islamique France (SIF) is an international Non-Governmental Organization founded in 1991 in France and has been working around the world since then. SIF is based on Islam’s human value of solidarity and respect for human dignity. SIF is dedicated to reducing poverty and vulnerability across the world without any proselytism nor discrimination. In Somalia, SIF is registered with the Ministry of Interior, Federal Affairs and Reconciliation as an International Non-Governmental Organization that supports vulnerable communities through several humanitarian and development assistance programs.

Position Summary

With the support and under the supervision of the Field Coordinator, the Support Officer shall be responsible of the reconciliation of the accountancy of the Kismayo Office and other administrative issues as delegated by the Field Coordinator.

Specific duties and responsibilities

The specific responsibility of the position includes:

Financial

• Participate in drafting and developing Mission and project budgets, Budget Follow Up update and other relevant meetings ;
• Maintain all Financial Systems for the SIF Field office, and ensure full compliance with SIF financial (SOP’s) ;
• Support in the preparation of the yearly financial reports;
• Import Kismayo office cash books in saga Alert the line manager in case of discrepancies or non-compliance of the rules ;

Accounting

• Process invoices after validation that all supporting documents are compliant with SIF and donors’ rules and regulations ;
• Manage the petty cash in accordance with SIF procedures, rules and regulations and provide cash counts as required ;
• Manage the cash box and make sure that all the payments are done according to SIF standards ;
• Coordinate timely payment to suppliers in collaboration with Project Officers or Field Coordinator ;
• Manage all filing related to the Finance department (hardcopy and softcopy ;

Human Resource:

• Assist the Field Coordinator in ensuring adherence to national labour laws in Somalia, SIF HR policies and HR best practices by staff ;
• Participate in review of the staff payroll, and distribute the payslip to staff ;
• Keep track of paid leave/holiday for the staff based in Kismayo ;
• Support orientation of new hires to the SIF to adapt effectively to SIF ;
• Faciliate payment of wages to casual workers in Kismayo ;
• Maintain employee folders including collect relevant personal documentation required from staff ;
• Validate completion of exit procedures for staff leaving the organization ;
• Participate when required in HR functions such as employee relations ;
• Liaise with HR department in Nairobi for recruitment of new staff in Kismayo office ;

Administration:

• In coordination with the Logistics department, file the yearly office assets inventory, and reporting of monthly accountancy ;
• Provide weekly and monthly situational reports on finance and admin ;
• Share pertinent information to staff and contribute to a team spirit ;
• Aid in organizing staff meeting, workshops, team-building activities, and capacity building ;
• Undertake all other duties assigned by the Field Coordinator or Administrative Coordinator in line with the position.

Ethics and Professional Practice

• Respect and promote SIF’s Policies and Agree to comply with SIF Code of Conduct and ensures Child Safeguarding standards are upheld.
• Report to your line manager any discrepancies of SIF’s policies among the team or partners
• Maintain confidentiality at all times about SIF data and information.

Child Safeguarding Statement:

SIF commits to respect the “Do no harm” humanitarian principle and ensure child safety is paramount in all its activities. SIF implements a Child Safeguarding Policy (CSP) at head office and for every mission. Therefore, SIF implements all necessary measures to ensure that only those who are suitable to work with vulnerable people, in particular with children join our organization. This position is subject to criminal records disclosure and reference checks. SIF have zero tolerance for harmful practices and will take any allegation or report of child abuse very seriously.