Field Support Assistant Tempo Inteiro

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organization that supports humanitarian aid workers by establishing safety coordination platforms. INSO provides registered NGOs with a range of services including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. INSO provides daily support to more than 1000 NGOs operating in 16 countries.

INSO Mozambique

INSO provide support to enhance the delivery of aid and preserve the safety of staff employed by NGOs offering humanitarian and emergency assistance to the people living in the northern regions of the country. By joining INSO Mozambique you will be supporting the humanitarian programs working to help the people that have been displaced and lost their livelihoods.

Job Summary

The key responsibilities of this position will be to support the field office in HR, administration, logistics and finance functions. The Field Support Assistant works of under the line management of the Safety Advisor/Field Support Officer with a reporting line with the Finance and Operations Manager/s in the main country office.

Main Duties and Responsibilities

Finance

• Process petty cash transactions. Daily reconcile petty cash and submit replenishment requests to meet the cash needs. Issue cash advances to personnel as authorized. Set a proper record system for the sums advanced. Track efficiently the open amounts. Collect the supporting documents to close all outstanding advances before the month-end.
• Assist in timely payments. Ensure before payment, the completeness of supporting documents in all respect. Prepare cheques and bank wire transfer slips and remit for signatures. Photocopy the proofs of payment and file them with invoices in chronological order. Deal with local banks. Submit and collect documents from local banks.
• Complete month-end closing according to the agreed schedule. Prepare journal entries, properly coded, allocated and reconciled to enable direct import to SUNSYSTEM. Compile and prepare the accounting and audit documentation, upload the digital copies referenced chronologically in SharePoint. Send the originals to the Finance department at the main country office.
• Monthly estimate the cash requirement for the field office. Timely submit the cash transfer request to the Finance department.
• Act as a point of contact for finance queries and provide financial support to team members.

Human Resources

• Assist the Safety Advisor/Field Office Administrator in the administration of Human Resources of national staff, including facilitation of visa permits, residency cards, tax regulations, accommodation, etc.).
• Assist in recruitment process administrative tasks.
• Responsible for office ID cards and stationery.
• Maintain staff insurance, contract, and absenteeism records.
• Process and submit field office staff time sheets in a timely manner.
• Maintain field office staff HR records as delegated.
• Ensure that all staff are aware of local regulations of the field office.

Logistics, Procurement and Operations

• Assist supervisor in procurement activities, in collaboration with field operations and program teams.
• Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases.
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files.
• Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders.
• Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities.
• Responsible for managing & preparing service level agreements for the smooth running of project activities.
• Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment.
• Maintain and update field office inventory list as per INSO requirements.
• Ensure all assets are tagged and keep record of movement of assets.
• Ensure physical verification is done on a bi-annual basis.
• Monitoring of vehicle movement through vehicle log sheet.
• Manage repairs and maintenance of INSO’s facilities, equipment, and vehicles.
• Maintain a sufficient stock of office supplies and fuel for the office.
• Implement logistical practices and policies and coordinate closely with the Operations Manager regarding contracts and procurement of goods and services.

Person Specification

Essential knowledge, skills, and experience

• Preferably at least 2 years of relevant work experience in similar roles with NGOs.
• A professional certificate.
• Proficiency in MS excel.
• High attention to detail.
• Ability to process large amounts of data.
• Good English language skills, both written and verbal.
• Time management skills

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.

Terms & Conditions

• 12-month renewable contract.

How to Apply

Please submit completed applications and reference SAFETY ADVISOR in the subject line.  Applications should be in English and include:

• An updated CV (maximum 3 pages).
• A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.

Please do not send any additional information.  Only short-listed candidates will be contacted. Applications will be considered on a rolling basis.