Finance and Admin Officer

Job Description

DFS’ Finance and Admin Officer will play a crucial role in the organization, managing bookkeeping, budgeting, and forecasting functions along with some operational/administrative duties. Guided by the Finance and Administration Manager, the Finance and Admin Officer supports the day-to-day financial management and budget management for DFS’s sustainability and growth:

Core Roles and Responsibilities:

Finance and Accountancy:

• Financial Record Maintenance: Compilation, maintain, and update accurate monthly financial records, ensuring compliance with proper documentation, reconciliation, and archiving.
• Transaction Processing: Executing financial transactions for accounts payables, ensuring accuracy and timeliness.
• Compliance: Collaborating with internal departments to ensure adherence to financial and procurement policies and grantor regulations.
• Documentation: Maintaining an organized system for financial documentation.
• Cost Allocation: Ensure the shared allocation model is applied in a consistent manner in line with organizational and industry standards.
• Auditing: Supporting Finance and Administration Manager with annual and project audits.
• Budgeting: Working with the Finance Manager to update monitoring budgets and conduct internal budget meetings with departments. On a regular basis take part in budget proposal developments, modification requests, and forecasting exercises.
• Reporting: Support in donor financial report preparation, ensuring accuracy, completeness, and relevance. Being the first line of query responder to donors.
• Due Diligence: Working with the finance and administration manager and other senior leadership, support due diligence requests for donors.
• Capacity Building: Training internal team members on various financial policies.

HR Responsibilities:

• Recruitment: Assist in the initial screening of candidates during the recruitment process.
• Documentation: Support the HR department in maintaining internal records and ensuring adherence to internal HR checklists.
• Record Keeping: Manage time-off records, training documentation, and other relevant information to support HR functions.
• Other Responsibilities: Provide assistance with other HR projects and initiatives as required.

Administration:

• Procurement: Liaison with internal departments for proper procurement requirements, ensuring compliance with organizational policies.
• Logistics Support: Support teams with respective travels and insurance.
• Organizational Drive: Ensure proper drive (Google Drive) management.
• Policy improvement/implementation: Participate and coordinate internally on policy improvements to an evolving organization. Suggest industry best practices.
• Asset Management: Keep an up-to-date asset register for the organization.

Potential Prioritization

1. Finance and Bookkeeping – 55%

2. Human Resources and Contracting – 15%

3. Compliance – 15%

4. Administration – 15%

Language: Fluent in written and spoken English.

Initial Term: 12 months with 3 months probationary period

Required Skills:

• Out-of-the-box thinking
• Proactiveness
• Multitasking
• Experience working in the humanitarian or development sectors

What we are looking for in you:

• At least 3 years of experience in a finance administrative role.
• Familiarity with the humanitarian networks community and the United Nations/INGO systems
• Work through operational systems such as Slack, G-Suite, Monday.com, and QuickBooks

Salary: USD 2,000 per month

Apply Before/Start Date: The start date is negotiable

Location: Remote. Work from where you are!

About Us

Data Friendly Space (DFS) is a 501(c)(3) global non-profit organization with guiding principles to improve information management and analysis capacity, tools, and processes in the humanitarian and development community to enable better informed and more targeted assistance.

DFS staff is composed of experts from the humanitarian information management and analysis field who specialize in real-time secondary data review and build humanitarian applications that support the fast extraction of information from large volumes of unstructured data.

DFS also focuses on the creation of data-centric web applications, websites, and mobile applications to support humanitarian organizations. When building software, DFS focuses on the intersection between data automation processes powered by Artificial intelligence and human knowledge and skills, in particular when one can help the other to execute the analysis.

Our Values:

• We are user-driven: Our digital tools are designed with the end-users in mind. We prioritise relevance and usability for organisations working in complex and low-resource environments and actively engage decision-makers to ensure that our initiatives align with organisations’ capacities and resources.
• We take an ecosystem-first approach: We believe in the catalytic and transformative potential of multi stakeholder partnerships and therefore we cultivate ecosystems of like-minded organisations seeking to foster collaboration and knowledge sharing.
• We are adaptable and agile: Our approach is tailored to the unique needs and intricacies of each partner and individual context. We remain flexible to ensure that our tools and services effectively address the diverse challenges of our partners.