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Admin/Finance Officer

Currently, Swiss Cooperation Office are seeking for qualified candidates to join their team in the position of Admin/Finance Officer. This opportunity is a Full Time position to be based in Sana'a, Yemen.

Responsibilities:
Summary:

1. Management of Finances / Petty cash and Payments
2. General Administration
3. Text and Data Management
4. Office Procurement
5. Other duties and tasks / Replacements

Tasks are to be performed and executed in consistency with SDC’s procedures, rules and regulations currently in force.

Essential Duties and Responsibilities:


1. Management of Finances / Petty cash and Payments

* General monthly bookkeeping for the Coordination Office and reporting to HQs and Head of Office.
* Checking invoices / other payment documents for payment (cash and bank accounts transfers).
* Petty Cash Management (disbursements, vouchers, replenishment, preliminary booking according to the Chart of Accounts, control and reconciliation, monthly cash reports)
* Control of monthly telephone bills (including mobile phones) and establish refund system for private calls of the Office Staff
* Control of monthly mobile phone bills of the Swiss Coordination Office collection of refund payments in case of private calls


2. General Administration

* Document Management of the Office (filing, archives, library, book orders)
* Organisation and coordination of travel schedules / accommodation for the Office staff and for visiting Expatriates
* Maintenance of holidays / missions / absences for the Office staff
* Management of the electronic follow-up of daily working hours of the Office staff
* Administrative assistance to Expatriate staff (residence permits, rent and facilities contracts, vehicles, insurances, …)
* Organisation and supervision / transmission of DHL mails to / from the Embassy in Ryadh as well as to / from HQs in Switzerland
* Management of the diplomatic pouch, if any.
* Liaise with the Swiss Consulate in Sana’a for all relevant matters
* Organisation of all aspects related to appointments, meetings, seminars, workshops
* Translation of documents from Arabic into English and vice versa


3. Text and Data Management

* Drafting / editing / typing correspondence
* Elaboration of internal and external Minutes of meeting
* Creation and update of forms, statistics, graphs
* Management of the Office inventory (physical, update database)
* Establishment, update and follow-up of the Expatriates houses inventories, and reconciliation with the financial system

4. Office Procurement

* Execution of the Office procurement process (quotations, comparison / proposal for attribution, ev. purchase order, delivery, payment) in the respect of SDC’s general and specific rules
* Establishment and maintenance of a Suppliers data base
* Establishment / renewal of Service contracts (office and car insurances, alarm, office equipment and machines, …), if needed


General provisions:

Additional tasks - either temporary or permanent - may be assigned by the Management

Requirements:
* University Degree in Business and Administration or equivalent.

* At least three years of experience in similar work, with proven records.

* Very good Organiser.

* Following knowledge and skills are required:
>>Ability to operate efficiently MS Excel, MS Word, MS PowerPoint and MS Outlook applications.
>>Ability to work methodically and with accuracy, paying great attention to details
>>Ability to write clearly and persuasively. Ability to translate accurately from Arabic to English and vice versa.
>>Excellent knowledge of written and spoken Arabic.
>>Very good knowledge of written and spoken English.


To Apply:

Either online through Yemen HR

Or send your application to : Jobs@yemenhr.com

ONLY SHORTLISTED candidates will be called...