Finance, HR, Logistics & Admin Intern

Tearfund

NGO

Freetown, Sierra Leone

Job Type

Full-time

Closing date:

11 April 2022

To apply, use the link or send your CV to the  Email address below.

If blank, use the "Apply now" button.

About

Tearfund

Background on Tearfund

Who we are: We are a Christian organisation partnering with the local church wherever possible to see change in the lives of those in greatest economic need. We believe poverty is caused by  broken relationships with God, others, the environment and  ourselves, and working to see those relationships restored is key to how we work. We want to see change that is economic, material, environmental and spiritual. See:

Tearfund’s Theology of  Mission

Our vision: To see people freed from poverty, living transformed lives and reaching their God-given potential

Our mission: We follow Jesus where the need is greatest, responding to crisis and partnering with local churches to bring restoration to those living in poverty

Our values: We aspire to be courageous, truthful, compassionate,  servant-hearted and Christ-centred

Relevant scriptures include: 2 Cor. 5:8-11, James 3:18, Romans 8:18-25,

Philippians 4:7, John 10:10, Luke 4:16-21 and Micah 6:8

Tearfund’s Application Process

All applications need to be submitted electronically.

If after reading through this Job Profile and you are interested in applying for the role, kindly send your Curriculum Vitae, including three (3) professional references, cover letter and scanned copies  of your credentials to: liberia.recruitment@tearfund.org .

Deadline for Applications is April 11, at 5:00 PM standard time.

In this Job Profile pack we’ve included a full Job Description as well  as a Person Specification. Please ensure that your application  clearly shows how your skills and experience meet the  requirements for this post.

Job Title Finance (0.5 fte) & HR, Logistics and Administration (0.5 fte) – Intern Group International

Team West Africa

Location Freetown, Sierra Leone

Responsible to Finance Manager with overall leadership from the Country Director

Part 1 – Job description

1. Main purpose of the job

The Sierra Leone Finance, HR, Logistics & Administration – Intern is responsible for supporting  the Finance and HR administrative function of the Liberia Country Programs. The role supports  the Country with administrative, finance, HR and logistics duties.

2. Position in organisation

The Finance, HR, Logistics & Administration – Intern will be line managed by the Finance Manager  with overall leadership from the Country Director. The role involves liaison with the Cluster Logistics  Business Partner on logistics responsibilities and other Tearfund colleagues at all levels as well as  members of the public and other external contacts.

3. Tearfund’s Christian culture

We believe that prayer and discernment is fundamental to Tearfund achieving its mission of  restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member  you are expected to:

● Engage with Tearfund Prayers and the Prayer hub

● Lead or participate in spiritual sessions of prayer and biblical reflection within your group

● Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working  and living in accordance with Tearfund’s Christian beliefs and theology of mission

● Maintain your own spiritual development, discover your gifts/callings and grow in discipleship

4. Organisational requirements

● All staff are expected to live out Tearfund’s values as they represent Tearfund externally

● All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing  personal development and maintain an awareness of Tearfund’s strategy.

● All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture,  including identifying the key actions they should take given their role and responsibilities.

5. Scope of job

● Provide comprehensive, Finance, HR , logistics and administrative support to the Liberia  Country Office

● Contribute to the life and work of the team, helping out administratively where necessary

Requirements

Job Title: Finance, HR, Logistics & Admin Intern

ESSENTIAL DESIRABLE

Qualifications ● Bachelor Degree in Business  Administration or equivalent

Experience ● Some experience in Finance,  HR and Administrative support● Knowledge or engagement with  non-governmental organisations  (INGO)

Skills/Abilities ● Demonstrate eagerness to  learn and grow
● Analytical and problem solving  skills
● Good written and verbal  English communication skills
● Computer literate
● Strong organisational and administrative skills

Personal  Qualities ● Committed Christian with a  personal relationship with God
● Committed to Tearfund’s  Mission, Values and Beliefs
● Strong interpersonal,  facilitation, communication and  writing skills
● Understanding, sensitivity and  adaptability to cross cultural  issues
● Flexibility and the ability to  remain calm under pressure
● Attention to detail

OTHER COMMENTS:
● All roles require a DBS/Police check
● Tearfund is a member of the SCHR Misconduct Disclosure Scheme
● Personal identification information will be submitted against a Watchlist database to  check against criminal convictions as a counter-terror measure

About the Role

Provide Finance Administration support to the Country Office

● Supporting with Country general finance tasks (expenses, running reports, budgeting, supplier  payments)

● Maintain petty cash account for the Country Office

● Perform regular cash counts

● Ensure all expenditures are approved and with complete supporting documents in accordance  with Tearfund policies and procedures

● Provide monthly cash summary (country cash book), cash counts, bank statements and bank  reconciliations

● Ensure that payment documents have been verified with cost codes and have been approved by  the budget holder before any payments are made.

● Follow up any reconciliation discrepancies and prepare adjusting entries when necessary.

● Assist in preparing Country financial reports as may be requested by the Finance Manager

● Maintain an organised filing system of all financial transactions and ensure all documents are  save on the google drive for future reference

● Support the Country as required with partner work falling within the responsibility of the Country  office

● Assisting with local statutory accounting, Tearfund financial year-end accounting and audits.

● Assist in the scanning of financial and all relevant documents as delegated by line manager

Provide HR administration support for the Country Office

● Update and maintain electronic and paper HR files for Country staff

● Ensure that SelectHR is updated and maintained so that staff records are correct and align with  electronic & paper files

● Support the processing of monthly payroll ensuring complete and accurate documentation

● Assist in the recruitment process for Country staff: draft job descriptions; add job vacancies to the recruitment system; draft adverts; request authorisation; initial screen of applications; arrange  and support the interview process; point of communication for candidates

● Draft job offers and employment contracts using standard templates for review by the Country  Director

● Undertake pre-employment checks

● Assist in briefing new staff members on HR procedures and ensuring new starter  documentation is completed and securely maintained

● Arrange onboarding processes including induction programmes for new Country staff

● Draft correspondence and paperwork covering the whole employee life cycle e.g: job changes,  maternity, leavers etc

● Provide administrative support in various tasks including staff reports, meeting notes, booking  meetings, booking flights, arranging visas, work permits, etc

● Contribute to projects as requested by the HR Business Partner

● Run reports and gather statistics

● Ensure all new staff are assigned a desk/office, receive a laptop and mobile phone and are  provided with any ion as needed;

● Prepare documents required for international staff and visitor visas, and other related personnel  requirements stipulated by the Government;

Provide logistics administration support for the Country

● Liaise with Logistics Business Partner to remain up-to-date on, procurement policies and  procedures, and other key procurement information;

● Ensure that all procurement done by the country office follows correct policy and  procedures

● Ensure all assets are tracked, verified annually and disposed of properly

● Generate all required procurement documentation and maintain records and files in an orderly  manner;

● Maintain good professional working relationships with suppliers and contractors whilst strictly;  adhering to Tearfund anti-corruption guidelines and staff code of conduct

● Liaising with Country teams to ensure all new staff are assigned an office space and receive a  desk and laptop and are provided with any other necessary supplies and information by their  first day of assignment

● In collaboration with line manager prepare documents required for international staff visas and  work permits, and other related personnel requirements stipulated by the Government

● Ensure that Procurement tracker is updated and ready for inspection at all times

● Ensure the preparation of monthly Logistics and fleet report

● Ensure the followup of tomcard replenishment, and the availability of log sheets in all Tearfund vehicles at all times and the proper filling of log sheet by assigned drivers

4.1. Provide comprehensive, administrative support

● First point of contact for office visitors or enquires;

● Provide visitors with timely and accurate information about security, important contacts and all  the information required to make their travel arrangements;

● Support and liaison in meetings

● Maintain centralised contact lists including staff, program visitors, national stakeholders and partners in the cluster;

● Maintain a calendar of activities.

● Maintain records of staff time off, travel paperwork, purchase request paperwork, and other  administrative items;

● Proactively identify administrative needs and recommend and implement improvements to  administrative processes