Job Vacancy @ AISPO (Italian Association for Solidarity Among People) – Finance and Administration Officer

EXTERNAL VACANCY ANNOUNCEMENT- August 15TH, 2022

ORGANIZATION BACKGROUND:

AISPO, Italian Association for Solidarity Among People, is a Non-Governmental Organisation (NGO – non-profit entity) founded by a group of operators at the Scientific Institute of San Raffaele Hospital of Milan. The Italian Ministry of Foreign Affairs formally recognized AISPO in 1985 as an organisation suited to implement international cooperation activities in the health sector. AISPO operates in many developing countries and crisis areas: to date it is present in the autonomous region of Kurdistan (Iraq), Sudan, South Sudan, Egypt, Vietnam, Sierra Leone, Lebanon, Mozambique, Madagascar and Colombia.

We are a dedicated and health transforming Organization since inception.

AISPO partnering with Ministry of Health and Sanitation (MoHS) is implementing a 3 years project called “Support to Blood Transfusion System – Phase II” in Sierra Leone Western and Northern Regions. The project aims to contribute to reduction in maternal and child mortality by increased access to safe blood and blood products in the country.




AISPO is currently looking for legible, enthusiastic, hardworking and self-motivated persons to fill in the below positions to support the effective delivery of the organization’s mission.

Job Title: Finance and Administration Officer (1 Positions – to be based in Freetown)

Department/Project: Administration

Report to: Country Representative / Program Manager / Project Coordinator

Location: Freetown – Sierra Leone/ Makeni

Supervisees (Logistic Assistant/Driver, Office Assistant, Finance and Administrative Assistant)

Job Summary

The Finance and Administration Officer (FAO) leads the finance and administration department of Italian Association for Solidarity Among People (AISPO). The Position holder is responsible for the overall financial planning, financial monitoring and reporting, maintaining financial, administrative services and support operations of the organization. In addition, the FAO oversees the general administration of AISPO offices; ensures compliance to finance policies and procedures, supports capacity building of other staff on all matters of finance and administration of AISPO. The FAO shall align financial management and reporting to established international standards, policies and protocol in compliance with AISPO Finance and Administration guidelines. The position reports to the Country Program Manager, in close collaboration with Programs Coordinator and Coordinates with the NRA/Banks/ Immigration/NSBS Program etc in Sierra Leone – Freetown. The FAO will base in AISPO Office in Freetown and maybe required to travel to Makeni and other towns in the country whenever need arises.

Roles and key responsibilities :

1.1. Financial Planning and Management 

• Ensures up-to-date cost requirements of staff salaries and benefits are in place
• Compiles quarterly projections of expenditure and cash flow for the organisation and running projects to ensure that sufficient funds are available for project activities according to established procedures
• Maintains an accurate database of project funding, including contracts, project budgets and donor-specific procedures and regulations
• Manages relationships with AISPO HQ and support the Program Manager in designing and implementing appropriate internal controls and procedures

1.2. Monitoring and managing expenditures:

• Ensures that all expenditures are made in accordance with established procedures, standards and requirements including verification of supporting documents
• Ensures that expenditure posted is correct, and is assigned to the correct project code, fund/grant and account codes, and where problems are found ensures that these are resolved with the appropriate staff
• Prepares and submits payment to relevant bodies like utilities companies, NRA and familiar with NRA systems
• Monitors all bank transactions, mobile money transactions, checks and approve monthly bank reconciliations
• Ensures complete accounting records are maintained including vouchers, authorizations and reconciliations, in both paper and electronic records.
• Supervises regular petty cash counts out on a weekly basis
• Ensures proper tracking of project activities advances to staff, ensuring that advances are accounted for in a timely and quality manner according to AISPO procedures, and that an accurate balance sheet is kept of each staff member’s outstanding advances.
• Ensures high quality accounting (including overseeing day to day accounting week reconciliation)

1.3. Reporting:

• Ensures efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, ensuring production of appropriate financial reports for internal and external clients)
• Prepares and submit accounting and reporting on all project expenditures according to AISPO established procedures and deadlines.
• In consultation with the Program Manager and the Project Coordinator, ensures communication, reporting and administrative/compliancy requirements of HQ are met. (Mastrino, scanning)

1.4. Staff Administration:

• Supports the Program Manager in establishing salary scales and other benefits, terms and conditions of employment, leave and work schedules in adherence with the organization policy and following the national labour laws
• Supports Program Manager in the evaluations of current staff levels and competence and assist in training and recruiting of new staff.
• Oversees preparation of payroll including taxes and other statutory deductions, ensure salary are paid according to AISPO established procedures.
• Monitors leave taken by staff, ensure all leave is approved by supervisors and track leave taken by each staff on an annual basis.
• Oversees staff administration and logistics (Driving, ridding permits, Perdiems and travel scheduled)

1.5. General administration and logistics:

• Oversees the management of head office and sub offices including payment of rent, procurement of office supplies, furniture and equipment, security arrangements, and supervision of maintenance and cleaning
• Ensures equipment and supplies are procured according to project needs and budget, and that supplies, and equipment are inventoried, issued and used in accordance with established procedures
• Oversees management of the project vehicle fleet (registration, insurance, repairs and maintenance, and trip scheduling); ensure that vehicles are used according to AISPOF vehicle regulations, and that fuel use is properly monitored
• Maintain and update all AISPO inventories and assets;
• Reports to the PM on the Status of Assets (i.e. needs for servicing, damaged and obsolete)
• Assist the international Expertise in orienting (change money provide local sim card) and processing with required work document according to their need

1.7. Capacity Building

• Promotes the relevance of the Finance and Administration policies to the programs and departments.
• Trains and builds capacity of all staff in matters of Finance and Administration procedures for easier administration.
• Participating in project activities (Prepare Report, doc. for training, act as a bridge to facilitate project activities between expert and local partner)

Job Requirements 

• A University degree in Commerce, Statistics, Economics or related field is required. Professional training in ACCA/CPA is an added advantage.
• Masters in Business Administration, Finance or Human Resource is preferred.
• At least six years work experience in managing budgets and the corresponding International NGO’s acceptable reporting formats.
• Strong experience in existing and applicable laws and statutory obligations of Sierra Leone
• Generally accepted accounting principles and fund accounting
• Strong written and verbal communication skills
• Strong interpersonal, communication and organizational skills as well as good judgment and vision.
• Sound coordination skills and a demonstrated ability to multi-task.
• Demonstrated proactive leadership ability, as well as supervisory and personnel management experience.
• Demonstrates diplomacy, flexibility, and resourcefulness
• Work on own initiative with minimum supervision and to stay on task.
• Work under pressure and meet tight deadlines
• Fluency in written and spoken English
• Team builder and player
• Innovative and Self-driven

How to apply

Please submit cover letter, CV and three work references (names and contact information only) to [email protected] by Friday 26th August, 2022 not later than 17:00hrs. In the subject line of the email, indicate the position you are applying for. This position will commence immediately and if you do not hear from us by 30th August, 2022, consider your application unsuccessful.