TERMS OF REFERENCE (TOR)

Job Vacancy: Finance & Administration Officer, Mogadishu

Duty Station: Mogadishu, Somalia
Department: Finance and Administration
Employment Type: Full-Time
Reports To: Management / Executive Director

1. Background and Purpose of the Position

The organization is seeking a qualified, experienced, and detail-oriented Finance & Administration Officer to oversee financial management, budgeting, accounting, administrative operations, procurement controls, asset management, and financial risk management.

The position is responsible for ensuring accurate financial records, effective budget management, proper use of organizational resources, compliance with financial policies, and timely reporting to management. The officer will also identify financial and operational risks, strengthen internal controls, and recommend improvements to financial and administrative procedures.

The successful candidate must demonstrate strong financial analysis skills, practical experience with accounting software, and the ability to support sound financial decision-making.

2. Main Objective

To ensure effective financial planning, accounting, budgeting, administration, internal control, and risk management through accurate reporting, compliance with organizational policies, and efficient use of financial and administrative resources.

3. Scope of Responsibilities

3.1 Financial Management and Budgeting

• Prepare annual, quarterly, and monthly financial budgets and budget revisions when required.
• Monitor approved budgets and ensure that expenditures remain within authorized limits.
• Conduct monthly budget-versus-expenditure analysis and investigate significant variances.
• Prepare cash flow forecasts and support financial planning and resource allocation.
• Monitor income, expenditure, and the financial performance of organizational activities.
• Maintain accurate records of financial commitments, expenditures, payments, and available funds.
• Provide financial analysis and recommendations to management to support decision-making.

3.2 Accounting and Financial Reporting

• Maintain accurate and up-to-date accounting records in accordance with applicable accounting standards and organizational procedures.
• Review invoices, receipts, payment vouchers, and supporting documents before processing transactions.
• Manage accounts payable and receivable, payment records, and bank reconciliations.
• Ensure that all financial transactions are properly authorized, recorded, and supported by relevant documentation.
• Prepare monthly, quarterly, and annual financial reports, statements, and management summaries.
• Prepare financial documents for internal and external audits.
• Follow up on audit findings and ensure that corrective actions are implemented.
• Maintain confidentiality and integrity in handling financial information.

3.3 Administration, Procurement, and Asset Management

• Support the effective management of administrative operations and financial documentation.
• Review procurement requests and supporting documents to ensure compliance with approved budgets and procurement procedures.
• Monitor procurement transactions, supplier payments, and contract-related financial obligations.
• Maintain an accurate and updated inventory and fixed asset register.
• Ensure that assets are properly recorded, assigned, monitored, and verified periodically.
• Maintain organized financial and administrative filing systems, including digital records.
• Coordinate with other departments to ensure that payments and expenditures correspond to approved activities and agreements.

3.4 Financial Risk Management and Internal Controls

• Identify, assess, and monitor financial, operational, administrative, and compliance risks.
• Establish and maintain internal controls to reduce financial errors, unauthorized expenditure, fraud risks, and misuse of resources.
• Review financial processes and recommend improvements to strengthen accountability and operational efficiency.
• Monitor compliance with financial policies, approval limits, procurement procedures, and reporting requirements.
• Maintain records of identified risks, control weaknesses, corrective actions, and follow-up activities.
• Conduct periodic financial and administrative checks to verify compliance and accuracy.
• Report significant financial risks and control weaknesses to management.
• Support the development and regular review of financial management and risk management policies.

3.5 Compliance and Operational Risk

• Ensure that financial and administrative activities comply with applicable laws, regulations, and organizational policies.
• Support anti-money laundering (AML) and Know Your Customer (KYC) procedures where applicable to the organization's operations.
• Assess financial and operational risks associated with new activities, services, products, and business processes.
• Review departmental procedures to identify compliance gaps and recommend corrective measures.
• Provide guidance and training to relevant staff on financial procedures, internal controls, risk awareness, and compliance.
• Prepare consolidated financial and risk reports for management and other authorized oversight bodies.
• Follow up on identified compliance issues and ensure that corrective actions are completed.
• Escalate significant risks, suspected irregularities, and compliance concerns through the appropriate reporting channels.

4. Required Qualifications

Candidates must meet one of the following qualification and experience requirements:

• A Master’s degree in Accounting, Finance, Financial Management, Business Administration (Finance), or a closely related field, with at least three years of relevant professional experience; or
• A Bachelor’s degree in Accounting, Finance, Financial Management, or a related field, with at least six years of relevant professional experience.

Professional qualifications such as ACCA, CPA, CIMA, or an equivalent accounting qualification will be an added advantage.

5. Required Professional Experience

• At least 3 years of relevant professional experience for candidates with a Master’s degree or 6 years for candidates with a Bachelor’s degree.
• Demonstrated experience working in a finance or financial management department.
• Proven experience in budget preparation, accounting, financial reporting, expenditure tracking, and financial analysis.
• Practical experience in bank reconciliation, audit preparation, and financial documentation.
• Experience in procurement controls, administrative management, inventory, and asset registration.
• Experience in internal controls, financial risk assessment, and compliance monitoring.
• Experience preparing reports and presenting financial information to management.
• Experience in microfinance, banking, project management, business incubation, or development organizations will be an added advantage.

6. Required Technical Skills

The candidate must have practical working knowledge of the following tools:

• Microsoft Excel: Financial formulas, budgeting, expenditure tracking, reconciliations, PivotTables, and financial analysis.
• Odoo: Accounting, invoicing, expense management, and financial reporting.
• QuickBooks: Bookkeeping, account reconciliation, expense tracking, and financial statements.
• Google Sheets: Budget tracking, shared financial records, reporting, and data management.

Strong computer skills and the ability to use accounting software to produce accurate and timely financial reports are essential.

7. Required Competencies

• Strong analytical, numerical, and financial management skills.
• High levels of integrity, accountability, and attention to detail.
• Excellent organizational and time management abilities.
• Strong problem-solving and decision-making skills.
• Ability to identify financial risks and recommend practical solutions.
• Good written and verbal communication skills.
• Ability to work independently and collaborate with different departments.
• Commitment to confidentiality, transparency, and ethical financial practices.

8. Reporting and Working Relationships

The Finance & Administration Officer will report to Management / the Executive Director and work closely with relevant departments to support budgeting, financial planning, procurement, administration, compliance, and risk management.

The officer will provide regular financial reports, budget updates, risk assessments, and recommendations to management and escalate significant financial or compliance issues through the appropriate channels.

9. Expected Deliverables

The successful candidate will be expected to deliver:

1. Annual and periodic budgets prepared and submitted on time.
2. Monthly budget-versus-expenditure reports and financial analysis.
3. Accurate and up-to-date accounting records and reconciliations.
4. Timely monthly, quarterly, and annual financial reports.
5. Complete and properly authorized payment and procurement documentation.
6. Updated asset registers and inventory records.
7. Periodic financial risk assessments and internal control reports.
8. Audit documentation and follow-up reports on corrective actions.
9. Updated financial procedures and compliance records.
10. Practical recommendations to improve financial performance, accountability, and resource utilization.

10. Application Procedure

Interested and qualified candidates should submit the following documents:

• Updated Curriculum Vitae (CV).
• Cover letter outlining relevant qualifications and experience.
• Copies of relevant academic and professional certificates.
• Any other relevant supporting documents demonstrating their qualifications and experience.

Application Link: Click apply link.

Supporting Documents Email: [email protected]
Duty Station: Mogadishu, Somalia

Candidates are required to submit their applications through the application link and share their supporting documents via [email protected].

Note: Only shortlisted candidates will be contacted for further assessment and interviews.