Programme Location Finance Administrator

Job Description Summary

The financial Administrator is responsible for administration of all Financial and personnel activities within the SOS Children’s Village. He ensures that all financial and personnel administrative policies and procedures are followed. In addition, the Administrator acts as an assist to the Finance Coordinator, supporting her in any manner possible within the Village and replacing in her absence.

Detailed Description of Tasks & Responsibilities

1. Assist in the preparation of the annual budget of the Village.

2. Oversee that the Village is run as economically as possible, in accordance with the annual budget.

3. Review the monthly income and expenditure statements of the Village with the Financial Coordinator bringing to her attention any irregularities.

4. Ensure that all cash, cheque books and finance records are safely locked away when not present.

5. Control the disbursement of the monthly Household Allowance, clothing Allowance and any other allocation of funds to each family house, and Youth Facility. Monitor, and together with the Child & Youth Development Team ensure that all moneys received by Mothers are utilised for optimum benefit of the Children.

6. Ensure that all donations reviewed whether in cash or kind are properly recorded and accounted for and are used in the manner intended.

7. Ensure that any financial policies, as established by the Association, are implemented and adhered to with the Village.

Perform Financial Administration Tasks for the Village and Kindergarten

1. Ensure that the household book of the Mother are updated and checked monthly

2. Manage and control the Facilities’ bank account(s) and petty cash.

3. Ensure that all financially accepted procedures/guidelines are followed before processing payments.

4. Make appropriate entries in the Bank Register and Petty cash Register, as moneys are paid-out and / received, and prepare the monthly bank reconciliation statement for the relevant facilities.

5. Submit to the Finance Manager monthly ‘’Budget Cash-flow Forecasts for the funds required for the operation of the relevant facilities.

6. Submit to the monthly Bank Register and petty cash Register, as well as the support receipts and Vouchers, to the Financial Coordinator every month.

7. With the support of the Financial Manager, properly guide the implantation of the Mothers Empowerment processes on financial matter within the village.

Act Assistant to the Financial Manager

1. Act as assistant to the Financial Manager, supporting him/her in any manner possible within the financial and administrative unit-perform duties and oversee special programmes as delegated to you by the Finance Manager.

2. Assist the Financial Manager with the planning, implementation, and monitoring of activities meant to full set objectives, and to maintain and improve standards within the facilities.

3. Arrange the valuation (with the Financial Manager), storage and sale donation-in-kind.

Support the Human Resource Coordinator with her Personnel Administration Task

1. You may be required to participate in the selection and recruitment of new village staff members.

2. Maintain active files on all Village employees and ensure that the files are constantly updates with necessary and appropriate documentation.

3. Support the financial coordinator in leasing with the relevant head of facility to ensure that each new employees has a signed job description in the personnel file.

4. Ensure that there are master and master and spare copies of all handbook, booklets in the Financial, Human and officer and Administrative department for when they are needed.

5. Maintain the village staff leave roster and ensure that employees are properly noticed in advance when annual leave is due, and these are taken at the correct time.

6. Ensure that staff leave updates are completed on a regular basis and copies submitted to the Human Resource Coordinator.

7. Maintain complete confidentiality on all staff matter, as necessary.

8. Support the Human Resource Coordinator in obtaining schedule for the member’s formal annual performance appraisal from heads facilities, ensure that all appraisal reports are submitted to the Human Resource Coordinator, copy or which should be kept in the staff’s personnel file.

Coordinate General Insurance and Vehicles Administration and Maintenance.

1. Monitor insurance policy and ensure it is updated and relevant (with Financial Manager).

2. Process any insurance administrations accurately and timeously.

3. Manages the drivers’ daily schedule and trips’

4. Monitor that vehicles are serviced regularly, licenses renewed and repairs carried out timeously.

5. Carry out spot checks on vehicles every month, reporting to the Village Director anything that needs attention.

6. Maintain personal files of all SOS employees, ensuring complete confidentiality. Ensure that all relevant documentation if failed.

7. Maintain Leave records. Update employee leave records as necessary.

General Office Administration

1. Support the updating process of the fixed asset register of the Village as asset are acquired.

2. Supervise and coordinate the movement of the Village vehicle fleet, ensuring that trips are sheets are properly maintained.

3. Supervise Administrative Assistant, Village Driver and Gardeners.

Understand the SOS Organisation

1. Become familiar with the ‘Who We are Frameworks, philosophy, principle, policies and structure of the SOS Organisation.

2. Use initiative to support the Village Director and other senior management.

3. Understand the different roles of the SOS staff team members, in working together for best interest of the children.

CHILD AND YOUTH SAFEGUADING RESPONSIBILITY

“Child and Youth Safeguarding is everybody’s business”

As an SOS employee, it is your responsibility to champion the effective implementation of the following Child and Youth Safeguarding principles in your work area:

1. Complete all Child and Youth Safeguarding related courses

2. Raising Awareness of Child and Youth Safeguarding

3. Identifying and Mitigating Safeguarding Risks

4. Prioritizing Children’s Best interest

5. Promoting a reporting Culture