🇸🇱 Job Vacancies @ Sustainable Health Systems Sierra Leone (SHS SL) – 3 Positions

Sustainable Health Systems Sierra Leone (SHS SL) is recruiting to fill the following positions:

1.) Administrative Officer
2.) Finance Assistant
3.) Administrative/Office Assistant

See job details and how to apply below.

1.) Administrative Officer

Job Title Administrative Officer

Organisation Sustainable Health Systems Sierra Leone (SHS SL)

Line Management: Finance and Administrative Coordinator, Sierra Leone

Contract: 1 year. Possible extension, subject to funding

Overall Purpose of the Job

Point of contact for all employees, providing administrative and Human Resources support

Person Specification – required knowledge, skills and experience

• Relevant qualifications in Business Administration or Human Resources Management
• Proven ability to manage multiple priorities at the same time.
• Knowledge of donor compliance rules and regulations
• Good interpersonal skills to establish effective working relationships within SHS SL and key stakeholders externally.
• Able to communicate effectively at all levels within the organisation.
• Excellent IT skills and Human Resources Management
• Strong team player; able to
  • work effectively under pressure,
  • learn new skills
  • demonstrate patience to team members,
  • explain financial responsibilities to team members,
  • train others in financial management
• Willingness and ability to take the initiative in identifying problems, suggesting solutions, and implementing agreed solutions.
• Fluency in written and spoken English and Krio.
• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.

Main Duties:

Administrative Functions

• Maintains administrative staff by, upholding a safe and secure work environment, and also monitoring and controlling movement in and around the office.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counselling, and enforcing systems, policies, and procedures within the administrative department.
• Provides supplies by identifying needs for the general office, establishing policies, procedures, as to usage and accountability.
• Provides communication systems by identifying needs; evaluating options; maintaining office equipment e.g., projector, laptops, office printers, photocopiers, Freezers, air conditioners and office furniture.
• Align required printing materials and forms, negotiating usage, quality, delivery and inventory system.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains continuity with other organizations, division, and local work teams by documenting and communicating actions, abnormalities, and continuing needs.
• Contributes to team effort by accomplishing related results as desired.
• Maintain and upkeep Top-up (phone credits) Close user group (CUG).
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important SHS-SL documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Any other administrative duties as may be assigned by Supervisor or SHS Management

Human Resource Administration Minor:

• Be actively involved in recruitment by preparing job descriptions, posting advertisement and assist in the hiring process.
• Keep records of employees both hard and electronic copies
• Assist in performance management processes.
• Support the management of disciplinary and grievance issues.
• Assist in reviewing employment and working conditions to ensure legal compliance.
• Manage staff daily attendance.
• Maintain records of staff and consultants’ timesheets.
• Any other HR duties as may be assigned by Supervisor or SHS Management

Qualifications:

• Education: Bachelors in Business Administration/Human Resource and Management
• Experience: Minimum 3 years post qualification experience of administrative work in any public or private sector organization. The length of required experience will be reduced for candidates possessing higher or meritorious academic qualification.

Application Process:

Submission of Application: Interested candidates should submit an application package consisting of:

1. A detailed Curriculum Vitae (CV).
2. Copies of relevant documents
3. A cover letter addressed to the Executive Director

Submission Details: Applications should be sent to [email protected] and copied to [email protected] and [email protected]

Submission Deadline: 9th February 2024, at 5.00 p.m.

2.) Finance Assistant

JOB DESCRIPTION

Job Title Finance Assistant

Organisation Sustainable Health Systems Sierra Leone (SHS SL)

Line Management: Finance and Administrative Coordinator, Sierra Leone

Contract: 1 year. Possible extension, subject to funding

Overall Purpose of the Job

The Finance Assistant is a member of the finance team and responsible for the day-to-day tasks in the department.

Person Specification – required knowledge, skills and experience

• Relevant qualifications in financial accounting
• Proven ability to manage multiple priorities at the same time.
• Knowledge of donor compliance rules and regulations
• Good interpersonal skills to establish effective working relationships with financial and non-financial managers within SHS SL and key stakeholders externally.
• Able to communicate effectively at all levels within the organisation.
• Excellent IT skills with experience of operating computer-based financial management systems. Competent to advanced level in Microsoft Excel.
• Strong team player; able to
  • work effectively under pressure,
  • learn new skills
  • demonstrate patience to team members,
  • explain financial responsibilities to team members,
  • train others in financial management
• Willingness and ability to take the initiative in identifying problems, suggesting solutions, and implementing agreed solutions.
• Fluency in written and spoken English and Krio.
• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.

Main Duties

Accounting

• Analyse transactions and code them correctly as per SHS SL Chart of Accounts and project coding requirements.
• Maintain up-to-date accounting records that are relevant, reliable, objective and understandable.
• Post entries to the accounting software (Quick books) or spreadsheet template provided.
• Ensure a backup and retention procedure is in place and followed for all accounting records/data/document.
• Ensure that differences or discrepancies are brought to the attention of the Financial and Administrative Coordinator and that appropriate action is taken.
• Ensure that petty cash procedures are strictly followed and well managed
• Support internal and external audits as requested by your line manager
• Follow and ensure that working and staff advances are settled timely.

.

Cash and Bank Transactions

• Process bank and cash transactions.
• Follow internal control procedures that are applicable for cash disbursements, receipts and transfers
• Liaise with bank officials to resolve problems or facilitate improved service.
• Ensure that valid cash receipts/invoices are collected for all payments
• Reconcile all payments to the actual cash balances daily, conduct weekly cash count and full reconciliation at month end;
• Handle and manage the petty cash.

Budgeting, Forecasting and Reporting

• Monitor cash usage and requirements and advise of any possible unusual activity or requirements
• Assist Financial and Administrative Coordinator in the preparation of donor and other financial reports.
• Exercise budgetary control before processing payment requests.

Payroll

• Support processing monthly payroll on time.
• Monitor bank accounts to ensure that cash is available at the bank for payroll.
• Prepare the necessary accounting entries including salary allocations and payroll related deductions including taxes
• If requested by your line manager, liaise with government agencies to ensure compliance with tax regulations, pension payment and other requirements.

Procurement

• Review relevant procurement transactions to ensure adequate supporting documentation, accuracy of amounts and control over payments.
• Provide input to purchase request approvals and ensure procurements are made based on available budget.

Donor Compliance

• Support compliance with all financial reporting and forecasting requirements of donors and others,
• Manage good working relationships with all service providers and relevant donor and partner finance officers.
• Ensure that expenditure is incurred and reported in line with donor agreements.
• Provide financial guidance to project staff as requested.
• Ensure effective use of personnel and resources.

Any other Financial Management duties as may be assigned by Supervisor or SHS Management.

Qualifications

• Education: Bachelors in Applied Accounting Management/Higher Diploma in Accounting and/or equivalent
• Experience: Minimum 3 years post qualification experience of administrative work in any public or private sector organization. The length of required experience will be reduced for candidates possessing higher or meritorious academic qualification.

Application Process

Submission of Application: Interested candidates should submit an application package consisting of:

1. A detailed Curriculum Vitae (CV).
2. Copies of relevant documents
3. A cover letter addressed to the Executive Director

Submission Details: Applications should be sent to [email protected] and copied to [email protected] and [email protected]

Submission Deadline: 9th February 2024, at 5.00 p.m.

3.) Administrative/Office Assistant

Job Title Administrative/Office Assistant

Organisation Sustainable Health Systems Sierra Leone (SHS SL)

Line Management: Finance and Administrative Coordinator, Sierra Leone

Contract: 1 year. Possible extension, subject to funding

Overall Purpose of the Job: The Administrative/Office Assistant is a member of the Admin and Finance team and responsible for the day-to-day Admin tasks in the department.

Person Specification – required knowledge, skills and experience:

• Relevant qualifications in Business Administration or Human Resources Management
• Proven ability to manage multiple priorities at the same time.
• Knowledge of donor compliance rules and regulations
• Good interpersonal skills to establish effective working relationships within SHS SL and key stakeholders externally.
• Able to communicate effectively at all levels within the organisation.
• Excellent IT skills and Human Resources Management
• Strong team player; able to
  • work effectively under pressure,
  • learn new skills
  • demonstrate patience to team members,
  • explain financial responsibilities to team members,
  • train others in financial management
• Willingness and ability to take the initiative in identifying problems, suggesting solutions, and implementing agreed solutions.
• Fluency in written and spoken English and Krio.
• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.

Main Duties:

Administrative Functions

• Maintains administrative staff by, upholding a safe and secure work environment, and also monitoring and controlling movement in and around the office.
• Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counselling, and enforcing systems, policies, and procedures within the administrative department.
• Provides supplies by identifying needs for the general office, establishing policies, procedures, as to usage and accountability.
• Provides communication systems by identifying needs; evaluating options; maintaining office equipment e.g., projector, laptops, office printers, photocopiers, Freezers, air conditioners and office furniture.
• Align required printing materials and forms, negotiating usage, quality, delivery and inventory system.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains continuity with other organizations, division, and local work teams by documenting and communicating actions, abnormalities, and continuing needs.
• Contributes to team effort by accomplishing related results as desired.
• Maintain and upkeep Top-up (phone credits) Close user group (CUG).
• Managing office supplies and ordering new supplies as needed.
• Systematically filing important SHS-SL documents.
• Forwarding all correspondence, such as letters and packages, to staff members.
• Scheduling meetings and booking conference rooms.
• Any other administrative duties as may be assigned by Supervisor or SHS Management

Human Resource Administration Minor:

• Be actively involved in recruitment by preparing job descriptions, posting advertisement and assist in the hiring process.
• Keep records of employees both hard and electronic copies
• Assist in performance management processes.
• Support the management of disciplinary and grievance issues.
• Assist in reviewing employment and working conditions to ensure legal compliance.
• Manage staff daily attendance.
• Maintain records of staff and consultants’ timesheets.
• Any other HR duties as may be assigned by Supervisor or SHS Management

Qualifications

• Education: Bachelors/Higher Diploma/Diploma in Business Administration/Human Resource and Management
• Experience: Minimum 3 years post qualification experience of administrative work in any public or private sector organization. The length of required experience will be reduced for candidates possessing higher or meritorious academic qualification.

Application Process:

Submission of Application: Interested candidates should submit an application package consisting of:

1. A detailed Curriculum Vitae (CV).
2. Copies of relevant documents
3. A cover letter addressed to the Executive Director

Submission Details: Applications should be sent to [email protected] and copied to [email protected] and [email protected]

Submission Deadline: 9th February 2024, at 5.00 p.m.