International NGO Safety Organisation (INSO) is an NGO that supports humanitarian access for NGOs by providing reliable and objective, real-time analysis of local conditions relevant to humanitarian access.  INSO helps improve information sharing and coordination among NGOs for the collective good while preserving the neutrality of humanitarian aid. INSO works particularly on issues of humanitarian access, best practices, and information monitoring. INSO provides alerts and recommendations, analyses, accurate contextual data, statistics and maps.  INSO also organizes coordination meetings and training sessions.

As part of the implementation of its activities in Cameroon, the international humanitarian NGO INSO is looking for one (01) Field Support Assistant.

§  Position             : Field Support Assistant

§  Duty Station     : Bamenda

Overall Purpose of Role :

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.

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

Warning Clause:

This job description is not an exhaustive list of skills, efforts, duties and responsibilities related to the position.

INSO Safeguarding Policy

INSO is fully committed to the safe recruitment, screening and vetting of all potential new employees, directors and volunteers and we will ensure strict adherence to our code of conduct and safeguarding policy throughout the recruitment process. As such, the following safe recruitment practices will be followed:

·       All job offers will be conditional on obtaining at least two satisfactory professional references.

·       INSO will ask applicants about significant gaps in employment history or frequent changes of employer and address.

·       All essential qualifications and relevant professional certifications and memberships will be verified.

·       The successful candidate will be required to provide a valid identification document (passport, identity card).

·       All new hires will receive an orientation to the INSO Safeguarding Policy and Procedures and associated documents (Code of Conduct, Whistle-blower, etc.).

·       All new hires will be required to sign and abide by the Code of Conduct as a condition of employment.

Submission of applications

Applications (letter of motivation, detailed CV, references of at least 3 persons) must be sent to the e-mail address “jobs@cmr.ngosafety.org" with the mention of the subject of the e-mail " 01/FSA/BAM/06/2023 " by completing the link below:   

https://t.ly/29Nm

Deadline for applications : 02/07/2023 at 23:59’.

NB: Please note that applications will be processed spontaneously after receipt, only shortlisted candidates will be contacted. Due to the volume of applications, we receive, we are not able to give feedback to all candid