Job description

Finance and Admin Assistant, Baidoa – Somalia-National Position (1 Position)

Position Title 

Finance and Admin Assistant

Reporting to:

Baidoa-Southwest state

Position Status:

locally hired position

Area of Operation:

Southwest state-Somalia

Employment period

Starting in July 2025, 1 Year with the possibility of extension

Background 

Finn Church Aid (FCA) works to empower people to break the cycle of poverty and violence. As a rights-based Finnish organization with over 70 years of experience, FCA operates in 15 countries worldwide. It is Finland’s largest development cooperation NGO and the second largest provider of disaster relief.

Guided by international human rights standards, FCA carries out its mission through development cooperation, humanitarian assistance, and advocacy. Our work focuses on supporting people in vulnerable and fragile contexts, promoting long-term, sustainable change.

FCA’s core thematic areas are:

• Right to Peace (R2P) 
• Right to Livelihood (R2L) 
• Right to Quality Education (R2QE) 

In Somalia, FCA has been active since 2008, initially focusing on governance and reconciliation under the Right to Peace (R2P) theme, and later expanding into Quality Education (R2QE).

Primary purpose of the position:

Finance and Admin Assistant – ECHO Project

Under the direct supervision of the Head of Baidoa Office and the Finance Coordinator, the Finance and Admin Assistant is responsible for the day-to-day management of financial and administrative tasks related to the ECHO project.

This role involves multitasking across various responsibilities, working in close collaboration with the Finance Team, Project Manager, Country HR and Admin Coordinator, as well as other program and support teams. The position ensures that all financial and administrative duties are effectively coordinated and executed in a timely and efficient manner to support the successful implementation of the project.

Main tasks

1. Financial Management Support

• Assist in reviewing payment vouchers to ensure accurate account coding and complete supporting documentation. 
• Perform monthly reconciliations of balance sheet accounts, including bank accounts, petty cash, and staff advances. 
• Support the month-end closure process by ensuring all reconciliations and financial records are accurate and up to date. 
• Maintain well-organized financial records and files to ensure ease of access and audit readiness.
• 
  2. Partner and Documentation Support
• Provide administrative and financial support in reviewing partners’ financial documentation for completeness and compliance with internal policies and procedures. 
• Track and maintain proper filing of partner expenditure documentation in accordance with donor and organizational requirements. 
• Coordinate with program and logistics teams to collect and verify accurate supporting documents for payments, including utility bills, service contracts, and lease agreements. 
• Ensure timely clearance of project staff advances by reviewing supporting documentation and conducting follow-ups with relevant staff. 
• Review travel claims and imprest returns, confirming their accuracy and the presence of all required supporting documents. 

Ensure timely processing of all project-related payments in close coordination with the finance and program teams.

 

3. Payment Processing and Audit Assistance

• Prepare payment requests by ensuring all documents are thoroughly reviewed, verified, and properly authorized. 
• Process approved payments via bank or cash, ensuring full compliance with financial procedures and accurate documentation. 
• Support the Finance Officer or Senior Finance staff in internal and external audits by organizing and submitting required financial documents and records. 
• Maintain an updated and organized filing system for all financial transactions and related documentation. 
• Perform additional finance-related tasks as assigned by the supervisor to support the smooth operation of the project.

4. Administrative Support

• Maintain an effective filing and archiving system for both financial and administrative documents, ensuring confidentiality and easy retrieval. 
• Support general office administration, including tracking and replenishing office supplies, coordinating equipment servicing, and maintaining asset records. 
• Assist in organizing logistics for meetings, workshops, and field visits, including venue arrangements and preparation of participant lists. 
• Coordinate travel and accommodation arrangements for staff and consultants, in collaboration with the Country HR Team. 
• Support human resource functions, including compiling timesheets, maintaining leave records, and assisting with onboarding of new staff. 
• Process office landlord invoices and ensure timely submission to finance for payment processing. 
• Ensure all administrative procedures align with organizational policies and donor requirements. 
• Manage the department’s telephone center, responding to and directing queries appropriately. 
• Maintain and update the FCA SOCO contact lists. 
• Carry out routine administrative tasks such as filing, typing, copying, binding, and scanning
• Here’s how you can professionally incorporate that task into the Administrative Support section.

Skills and Qualifications

• University Bachelor’s degree in a relevant field 
• Minimum 2 years of experience in accounting and administration 
• Knowledge and experience working with accounting software and ERP systems; familiarity with Unit4 is an advantage. 

Added advantage 

• Ability to analyze payment documents thoroughly before processing 
• Strong attention to detail, accountability, and task prioritization 
• Excellent communication and coordination skills 
• Ability to quickly establish effective relationships with relevant stakeholders 
• Strong problem-solving skills 
• Fluency in English; knowledge of Somali is a plus 
• Flexibility to travel when required 
• Confidence in security and safety management 
• Ability to perform well under pressure and in demanding, stressful environments 
• Demonstrates cultural sensitivity and excellent intercultural communication skills

Please apply by using the provided link no later than 1st June 2025. Female candidates are strongly encouraged to apply. Only shortlisted applicants will be contacted for interviews on a rolling basis. 

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