About the job

Organizational Background

Redsea Cultural Foundation (RCF) is an art organization based in Somaliland that aims to promote reading and creative writing in Somaliland with a particular focus on youth. For the last sixteen years, RCF has been organizing an annual book fair, the Hargeysa International Book Fair (HIBF), in Hargeysa, the capital of Somaliland. The HIBF has grown into the most significant literary festival in East Africa, attracting up to 10,000 participants and writers from across Africa, Europe, and the USA each year. In 2014, RCF opened a permanent cultural center in Hargeysa, extending the book fair activities throughout. It also has established the Berbera Cultural Center, which is under construction. Accordingly, RCF is recruiting a very motivated and talented candidate for the Admin & Finance Officer position.

Position Details: responsibilities

1. Administration

He/she is responsible for supervising the smooth running of all administrative matters of Redsea Cultural Foundation in collaboration with the Admin and Finance Manager, particularly to:

• Prepare hotel booking and reservation
• Assists the Artistic Director in organizing workshops, training, and festivals Assists the Librarians in book acquisition, reading space maintenance, and membership-related financial matters
• Coordinate meetings/forums and ensure minutes are prepared and circulated on time
• Responsible for organizational assets, verified regularly, and ensured its maintenance.
• Prepare all Office correspondence.
• Ensure that the organizational registration certificate is renewed yearly
• Ensure that all office documents' filing systems are constantly updated.

2. Human Resource Management

• File and update all Human Resource related documents.
• Prepare job descriptions for supporting staff (librarians, admin officer, security, watchman, driver, and cleaner)
• Coordinate, monitor, and guide the Admin and Finance Officer and subordinate staff
• Monitor the reporting time of the job and monitor the attendance sheet
• Prepare leave report monthly
• Assist the Director in the recruitment process

3. Logistic Management

• He/she is responsible for supervising the smooth running of all logistical matters of Redsea Cultural Foundation with Admin and Finance Manager in particular to:

• Ensure all procurements are managed smoothly and on time according to RCF procurement procedures Responsible for effective and efficient transport management

• Handle flight arrangements both locally and Internationally Process visas for visitors and staff one week before their arrival Manage overall logistical needs of Hargeysa International Book Fair and other major events.

4. Finance

• Prepares payments, purchase authorizations, governmental tax, and other financial transactions to ensure compliance with staff rules, funder requirements, organizational financial rules and guidelines, and national governmental rules and procedures.
• In close collaboration with Admin and Finance Manager, maintains updated Cash-book and verifies the proper archiving system of any supporting documentation for each transaction.
• Verifies and approves with the proper supporting documentation all bookkeeping matters submitted by the Admin and Finance Manager.
• Makes sure data is inserted in the Quick Book system within the working date received and maintains updated Financial systems of the organization.
• Ensures daily Backup system with external Hard Disks of any Financial Data.
• Manages and constantly reviews banking arrangements to ensure timely transfer of funds and minimize exchange losses and bank charges
• Advises the Director on all budgetary and financial matters, mainly financial planning, fund line allocations, and new proposal preparation. In close coordination with the Director, coordinate replies to finance- related audit comments.
• In close collaboration with the Admin and Finance Manager, a bank reconciliation is carried out every month and seeks the approval of the Director within the last date of each month.
• Verifies the budget constantly and prepares monthly forecasting statements within the last three working days of the previous month.
• Prepares end-of-month accounts and seeks the approval of the Director within the 3rd day of the following month
• Prepares quarterly organization financial report
• Prepares yearly financial report

Position Details: Education, Skills and Experience

• University Degree in Business Administration, Finance, or equivalent.
• At least three years of working experience with an International or similar Organization in a relevant field.
• Excellent analytical, communication, negotiation skills, and interpersonal skills
• Excellent in writing and speaking in Somali and English
• Good knowledge of computers and the use of MS Office knowledge are a must. The use of Quick Book software is a very important add-on
• Ability to work under highly stressful conditions
• Appreciation of art and culture in general is an essential add-on
• Knowledge of funded projects in financial procedures is a necessary add-on

Application Procedure

Interested candidates who meet the above criteria should send an updated applications letter (motivate your interest to get this position and submit both in Somali and English), CV and at least two professional references with contacts to recruitment@redsea-online.org not later than midnight of Friday 23rd February 2024 or hand deliver to Hargeysa Cultural Centre, No 2, 26 June Street, Sha'ab Area, Hargeysa not later than 06:00 pm of Thursday 22nd of February 2024. If you send it by email and do not receive a notification email, please call 063 3628220 or 065 9853666 for confirmation before the deadline. Please indicate "Admin and Finance" in the subject of the email.

Only short-listed candidates will be contacted. An identification ID will be needed for examinations. The successful applicant starts to work from the 1st of March, 2024.