South West State of Somalia

Ministry of Humanitarian Affairs & Disaster Management

Terms of Reference (TOR)

Finance and Admin Officer

 Date of Issue: 21 December 2025

Summary:

Background:

The Ministry of Humanitarian Affairs and Disaster Management (MoHADM) of South West State, with support from the World Food Programme (WFP), is strengthening shock-responsive disaster risk management systems under the Shock Responsive Social Protection (SRSP) framework. A key component of this effort is improving early warning, coordination, information management, and response readiness through functional Emergency Operations Centre (EOC) systems. To support coordination, early warning–early action, and multi-stakeholder response during droughts, floods, and other shocks, MoHADM will recruit a Finance and Admin officer.

Objective:

MOHADM is seeking Finance and Admin Officer to ensure the proper management of the project funds

Specific tasks:

• Ensure that all funds provided will be used in the most efficient and economical way applying the value-for-money principle.
• Procurement of goods and service will be conducted based on a competitive process applying the value-for-money principle in consultation with partners.
• Make sure that MOHADM jointly with funding agency will complete the procurement process to ensure compliance with standard procurement business processes. The subsequent contract/ purchase order will be issued upon acceptance by funding agency for satisfactorily completion of procurement process.
• Ensure that budget estimate is shared with funding agency for approval before conduct of any workshop/ training/ conference/ event to ensure funds are provisioned as per rules and regulations and estimate is within the approved budget.
• When accommodation is needed, Hotels that (used to) have an Long Term Agreement with funding agency are requested to be considered, as they are registered vendors with funding agency and have approved competitive rates.
• Collect three quotations if it’s Micro-canvassing
• Implement financial policies and procedures
• Draft all necessary administration and financial management correspondence and be responsible for follow-up
• Collect, update and maintain financial files and records and Prepare reports.
• Ensure the regular maintenance and prompt repair of office equipment.
• Set up and maintain an appropriate office filing system and assets registry record.
• Prepare the necessary required Financial Reports at the time of requesting the advance of funds on the basis of a corresponding work plan and budget.
• Manage funds in conformity with the administrative and financial procedures of the MOHADM
• Assist with preparation of the budget
• Establish new and maintain existing supplier lists
• Receive and verify and process supplier invoices
• Ensure transactions are properly recorded and entered into the computerized accounting system
• Maintain the assets register
• Submit staff time sheets for payroll processing
• Perform any other duties as required.

Expected deliverables:

The Finance and Admin Officer will provide the deliverables she/he is the focal person of the project funds.

Reporting:

1. Emails to be sent to MOHADM Director, on a regular basis to make sure the activities of the project are well implemented and challenges faced.
2. Weekly emails to be sent to MOHADM to keep it abreast of the progress of the project activities implementation and take its feedback and comments.
3. Internal report to be presented to MOHADM team on a regular basis.

Expected background and experience:

The assignment requires the following qualifications and experiences from the Project Officer:

• Bachelor’ degree in finance, business administration or other related discipline.
• 3-5 years of experience in project coordination and monitoring with focus on vocational skill training.
• Experience with governmental and non-governmental entities is advantageous.
• Familiarity with Humanitarian agencies work is desirable.
• Good understanding of project management cycle and demonstrated experience in project implementation.
• Effective report writing and analytical skills.
• Good knowledge of gender and education issues.
• Able to manage a high workload, meet tight deadlines and prioritize tasks.
• Excellent interpersonal and communication skills both written and verbal.
• Strong organizational and delegation skills.
• Strong development and team building skill.
• Computer literacy in MS Outlook, MS Word, MS Excel, MS PowerPoint and Internet surfing.

How to apply:

Interested candidates must submit the following documents to demonstrate their qualifications:

• A cover letter explaining their suitability for the position.
• An updated copy of their Curriculum Vitae.

Interested candidates should submit their CV to MOHADM Baidoa office or Dg@mohadm.sw.so not later than 27^th December 2025. Ensuring the subject line is denoted with the heading: MOHADM Admin & Finance Officer, Baidoa.  Only shortlisted candidates will be contacted. Incomplete submission will be a ground for disqualification.