Job Description
YEMEN FLEXIBLE FUND MECHANISM
TERMS OF REFERENCE
Chemonics Group UK Ltd. is currently seeking to recruit a
Finance & Operations Assistant to support the effective delivery of
financial and operational functions within the Yemen programme. The role will
contribute to ensuring accurate financial processes, strong operational
support, and compliance with organisational policies and procedures.
Principal Duties and Responsibilities (Essential
Functions)
The Finance & Operations Assistant supports daily
financial and operational functions, including procurement, administration, and
documentation. This role involves ensuring accuracy and compliance with
Chemonics' policies and procedures. The position reports to both the Finance
Officer and the Operations and HR Manager. Additionally, the Finance &
Operations Assistant provides support in areas such as petty cash tracking,
timesheet review, staff leave tracking, and maintain organized filing systems
to ensure smooth and efficient office operations.
Key Responsibilities
Finance responsibilities:
- Receive
payment requests and invoices from different departments, ensuring
completeness and proper approval.
- Ensure
regular monitoring and follow-up of the prompt payment tracker to keep it
updated and support timely processing of payments.
- Respond
to queries from different departments regarding payment statuses promptly
and professionally.
- Book
and edit transactions in the finance system for each payment and other
types of journal entries.
- Arrange
approved payments for processing and prepare transfer letters to the bank
for each payment.
- Share
bank slips with the originator after payment has been processed.
- Archive
backup documents for each transaction (payments and other entries) on
SharePoint.
- Manage
the petty cash fund, including disbursements, receipts, and replenishments.
- Ensure
all petty cash transactions are properly authorized and documented.
- Perform
regular petty cash counts and reconciliations.
- Perform
regular reconciliations of bank accounts, payment trackers, and general
ledger accounts.
- Review
and verify invoices for accuracy, proper coding, and approval before
booking.
- Coordinate
with the operations team to prepare vendor reconciliations, resolving any
discrepancies.
- Communicate
with the bank on daily transactions, transfer letters, and any
payment-related inquiries.
- Liaise
with different departments to resolve finance-related issues and ensure
smooth information flow.
- Review
employee timesheets for accuracy and completeness.
- Prepare
the LOE (Level of Effort) reports as required for projects or management.
- Compile
and prepare payroll data (e.g., hours worked, overtime, deductions) for
submission to payroll processor or Finance Manager.
Operations responsibilities:
- Support
the Logistics Officer in managing petty cash by recording transactions,
reconciling balances, and ensuring all supporting documents
(invoices/receipts) are properly verified and filed.
- Assist
in reviewing staff timesheets for accuracy and completeness to support
payroll processing.
- Maintain
a vendor database of reliable suppliers in line with Chemonics policies
and procedures.
- Ensure
proper filing (both digital and physical) of all procurement and
operational records.
- Assist
in inventory/asset tracking.
- Track
staff leave and coordinate with the Finance team to ensure accurate
monthly leave reporting.
- Support
supervision of office cleaning services, including monitoring attendance,
basic performance, and ensuring cleanliness standards are maintained.
Required Skills and Qualifications
To successfully perform this role, the candidate must
demonstrate the ability to meet all essential duties and responsibilities. The
qualifications outlined below represent the required knowledge, skills, and
abilities necessary to carry out the core functions of the position.
- Bachelor’s
degree in Finance, Accounting, or related field (or equivalent
experience).
- 1–3
years of experience in a finance or accounting.
- Basic
understanding of operations and administrative procedures.
- Strong
coordination skills and ability to work across teams (Finance, HR,
Operations).
- Proficiency
in Microsoft Excel and finance/accounting software.
- Experience
with SharePoint for document archiving.
- Knowledge
of petty cash management and reconciliation processes.
- Strong
attention to detail, accuracy, and confidentiality (especially with
payroll data).
- Excellent
communication skills to coordinate with banks, operations, and other
departments.
- Ability
to prioritize tasks and meet deadlines.
- Ability
to handle multiple tasks in a fast-paced environment.
- Problem-solving
skills and ability to follow up on pending tasks.
Training and Development
During your employment:
- Completion
of mandatory trainings including Annual Standards of Business Conduct,
Cyber Security, GDPR, and any other role-relevant courses designated by
Chemonics Management is required. All training costs will be covered by
Chemonics.
How to Apply
To Apply:
Interested candidates are requested to submit their
application, including a CV and cover letter, to
yffm-resourcing-support@chemonics.com
The deadline for submitting your application is 25th
April 2025.
Please clearly indicate the position title in the subject
line of your email.
Only shortlisted candidates will be contacted.