Operations Support Officer
NGO Jobs / UN Jobs Vacancy
Contract duration: 1 year
Interpeace is an international organisation for peacebuilding that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in partnership with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government and the international community (we call it a ‘Track 6’ approach).
Interpeace was originally established by the United Nations and remains a strategic partner. Beyond field-based peacebuilding, Interpeace also assists the international community – particularly the UN – to be more effective in supporting peacebuilding efforts worldwide. This includes contributing innovative thought leadership on peacebuilding policies and practices. Interpeace is headquartered in Geneva and has offices around the world.
For more information about Interpeace, please visit www.interpeace.org
Position within the Organization
The Operations Support Officer (OSO) is a member of the Global Operations Unit which encompasses Finance, Administration, Internal Audit, IT and HR. The Global Operations Unit is led from the Headquarters Office in Geneva, although team members are based in different locations around the world.
Under regular supervision from the Finance and Administration Officer, Somali region the Operations Support Officer works closely with Human Resources, Administration staff, Finance and programme staff and partners’ staff.
Purpose and General Overview
The Operations Support Officer is responsible for supporting the operations performance of Interpeace’s office in Hargeisa and Mogadishu as well as supporting the accounting consolidation and review of the regional partners. This includes accounting, internal controls, audits support, administration (including HR support) , monitoring and capacity building.
The Operations Support Officer maintains complete and accurate financial and administrative records. In coordination with the programme and operations team, the OSO supports the development, implementation, monitoring, reporting and auditing of project budgets. S/He reviews that assigned project budgets are implemented according to Interpeace policies and procedures and in compliance with donor regulations.
The Operations Support Officer plays an important role in monitoring and supporting the implementation of the approved budgets, overseeing compliance with internal policies, donor regulations and local and fiscal regulations. S/He plays an important role in procurement (preferred vendor lists and coordination of procurement committees) and is the main focal point for HR administration in country and therefore responsible to maintain accurate and complete HR data.
This position requires to consult with and/or coordinate activities with internal and external actors.
Guided by the Finance and Administration Officer, Somali Region, a successful Operations Support Officer will:
- Understand applicable policies and procedures to support their successful implementation and guide colleagues in the office
- Maintain and deliver accurate and complete accounting information and documentation, ensure it is posted in the accounting software (QB) in a timely manner and including internal procedures (recruitment, procurement, etc.)
- Ensure segregation of Duties and a clear approval matrix for all expenses in Hargeisa and Mogadishu office; register properly the accounting software (QB); upload all the supporting documents at the FSD platform; perform monthly closure checks on financial records for the Interpeace offices and/or assigned partners.
- Support on elaboration of budget design, reporting and analysis.
- Ensure accuracy and completeness of Admin, HR and Financial records in Sharepoint (with special focus on the Grant Management library), Natural HR (including personnel files, leave records and contracts) and QuickBooks (including the FSD – Financial Supporting Documentation).
- Support project and statutory audits for the offices or partners.
- Deliver on a monthly basis, timely, accurate and complete reviewed set financial records and supporting documents for the partners and/or office assigned through the online tool for consolidation.
- Follow up on the implementation of the internal controls recommendations until resolved (monthly checks, internal and external audits, internal reviews, etc.)
Duties and responsibilities
- Check monthly that the final booked expenses are in line with Approved budgets (including cost sharing) and that resources are utilized in line with the approved budgets and donor requirements.
- Monitor that organizational performance actions stated in the Summary of Outstanding Audit Recommendations Report for the assigned partner/s are implemented until issues are resolved.
- Prepare Cash Transfer Request (CTR) for the offices in the Somalia based on budget availability and ensure funds are utilized according to approved plan (CTR). Update estimates included in the CTR in discussion with relevant programme teams.
- Monitor that expenditures are processed and authorized according to Interpeace Delegation of Authority and other policies.
- Participate in Programme team meetings and contribute to Programme strategy, activity planning and Programme development as requested.
- Review all source documentation for office income and expenditure to ensure compliance with Interpeace financial rules and procedures.
- Draw up payment vouchers and receipts for all expenditures and incomes and ensure proper authorization of payment vouchers. Processes payments for Hargeisa office for further approval.
- Enter all transactions into QB software. Ensures that all supporting documents are uploaded at the FSD platform
- Process travel advances and follow up to ensure their subsequent liquidation as S/He hold the petty cash and has access to the banking service.
- Ensure that all statutory deduction for Hargeisa office and Mogadishu office are filled on time.
- Complete internal control checks on monthly bases for both offices
- Reconciliate petty cash and manage petty cash box
- Update the Fixed Assets database with new/disposed assets and ensuring that all assets have insurance cover.
- Is responsible for the Logistics database as well as fixed asset register. Ensures that the logbook for the vehicle is completed on regular basis
- Review all local expenses for billing purposes and Manage Accounts Payable to ensure all local payments comply with policy requirements
- Assist in preparation the payroll for the office staff for the submission to Nairobi. Ensures that all timesheets are completed in timely manner
- Reconcile all Balance Sheet accounts and follow up to clear non-current items
- Assist in monitor the implementation and clearance of internal and external audit issues and recommendations
- Upload QuickBooks back-ups and Financial reports on SharePoint monthly
Administration of Personnel cycle
- Ensures that timesheets are completed on monthly basis
- Assist in organizing successful employee onboarding and set up in Hargeisa and Mogadishu offices. Coordinates contracting and effective personnel onboarding for the offices in close coordination with the HR officer in Nairobi
- Assist in coordinating employee separations including disciplinary processes and terminations in Hargeisa and Mogadishu Offices. Ensures that all required paperwork is filed in Natural HR including relevant letters, PAF forms, End of Service form, employee certificates, insurance notifications, and notification to relevant authorities
- Creates an enabling and inclusive work environment that fosters learning and innovation, demonstrating gender-responsive and non-discriminatory behaviour and attitudes
- Supports visa processing and logistics for staff business travel
- Support health claims of the staff in coordination with the global HR team
- Participate in proposal development team meetings and contribute by providing technical guidance/suggestions to proposal development, activity planning, interpretation of donor requirements etc.
- Maintain updated contractual documentation for grant implementation (project proposals/budgets (ProDocs) and grant agreements or relevant documentation) at SharePoint (DRD, Project Connect, etc.)
- Assist Headquarters in the review of existing policies and procedure and in the development of new procedures, including internal controls.
Candidates with relevant qualifications, experience, a tertiary degree and fluent in English and Somali are invited to apply.
Relevant experience and qualifications may include:
- Degree in Business Administration, finance, or related field from a recognized University
- Accounting certification (partial or full CPA or equivalent)
- A first experience in finance and accounting in a not-for-profit setting
- Experience with computerized accounting software, preferably QuickBooks and ERPs, preferably SunSystems
- A first experience conducting capacity-building for partner organisations on financial systems and good financial practices
- A first experience in financial bookkeeping
- High level of IT proficiency in use of all MS Office applications
- Thorough understanding of finance and accounting matters preferably within the not-for-profit sector
- Advanced accounting knowledge and operating capacity
- Advanced understanding of budget management; financial internal controls; source documentation verification; preparation of payment vouchers; and procurement processes
- Ability to foresee risks and develop contingency plans
- Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behavior and attitudes
- Excellent written and oral communication skills in English and Somali is desired
- Strong commitment to supporting local peace building initiatives and to the values and working principles of Interpeace
- Collaboration and Weaving
- Driver for Results
- Adaptability and Continuous learning
- Respect for Diversity
- Ability to travel within and outside the country on short notice
- Legal status to work in Somaliland
How to apply:
The gross annual salary commensurate with experience and internal salary grid is assigned. Other benefits are provided.
Qualified and interested candidates are invited to submit a complete curriculum vitae and a letter of interest to email@example.com no later than 16 November 2020.
“Operations Support Officer Hargeisa” MUST BE included in the subject line of the application email to be considered.
The application must include an acknowledgement letter
answering the following questions:
- Have you ever been criminally convicted or subject to any criminal or administrative penalty by any competent authority? If yes, please specify:
- Have you ever been terminated or separated (e.g. contract termination, dismissal, non-renewal) or subject to any disciplinary measure or sanction by your employer for fraud, harassment, sexual harassment, sexual exploitation, or sexual abuse?
Have you ever resigned while under investigation or during disciplinary proceedings?
Confirming the following declaration of understanding:
I confirm the accuracy of the information provided, with the understanding that Interpeace will conduct reference checks to verify relevant information.
I understand that if any false or misleading information is provided in my application, or any material fact suppressed, I may not be employed, of if I am employed, I may be dismissed.
Please note that due to high volume of applications, ONLY short-listed candidates will be contacted.
For more information about Interpeace, its values and working principles, please visit the Interpeace website www.interpeace.org.
Interpeace values diversity among its staff and aims at achieving greater gender parity in all levels of its work. We welcome applications from women and men, including those with disabilities.
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