Support Services Officer (Job Vacancy)

Waliku is a Save the Children technology team that provides bespoke solutions for digital data capture and analytics on learner education and well-being. Since inception in 2016, Waliku has grown from a proof-of-concept study and pilot to supporting Save the Children projects in multiple sites globally. At Waliku we provide technology for development (T4D) solutions, which include a suite of digital tools[1], analytics, an accompanying implementation toolkit and value-added services. In doing so, we expect projects and particularly educators, be it in formal or non-formal schooling, can recognize and address gaps in learner attendance, education progression, health and well-being in a timely manner. End users of our tools could be project office staff, frontline workers, or counterparts in the community- district education officers, school supervisors, school principals / administrators, teachers, community educators, parents and caregivers. In connecting various stakeholders digitally, we also facilitate communication and coordination between them to meet children’s right to education, well-being and achieving their fullest potential. [1] These may be home-grown Waliku, or third-party tools.    RESPONSIBILITIES The Waliku team is seeking a Support Services Officer to support the team with respect to Finance, HR  and Administration activities 1.      Processing financial transactions • Raise invoices for all the projects when payments are due • Maintain a tracker for timely raising of invoices • Coordinate with Waliku’s shared services partner (Asia regional office) for receipt of funds • Support processing of payments to vendors and contractors by ensuring correctness of the invoices and providing the correct codes for booking • Maintain a payment tracker to ensure costs are within budget for each project • Coordinate with ARO HR and Finance and SC US Finance for timely disbursements of payments to vendors and contractors • On a monthly cross-check manual records with transaction listing from SCI ARO and SCUS 2.      Analysis and Reporting • Generate monthly fund utilisation report • Provide financial information for reporting to the grantors • P&L BVA report on a monthly basis • Establish monthly dashboards for KPI reporting and other relevant reports for Waliku 3.      Budgeting and Costing • Support the team lead to create annual budgets for the team and conduct relevant analyses, including forecasting income and expenses. • Review the budget on a monthly basis and provide updates for any adjustments that may be needed • Develop a robust costing model for each use case • Support the team lead with business development in deriving the quotations for new potential projects, as well as maintaining an opportunity tracker and estimates of future incomes. • Analyse BVA for each completed project • Provide relevant data to the Team Lead in case costing assumptions need to be changed   4.      Client Contracts • Prepare initial draft of MOU / SLA for each new project • Once the document is approved by both parties, coordinate with the signatories for their signatures   5.      Recruitment and HR for Waliku Team • Support the recruitment process • Coordinate with ARO HR for timely finalisation of consultant contracts, keeping track of contract expiry and initiating renewals • Identify relevant codes needed to be used for team member monthly invoices • Coordinate with HR and Account Payables on ensuring timely payment 6.      Management of Clockify and timesheets • Maintain the Clockify system that is used to track the time spent by team members • Analyse the data on a regular basis and refine the costing model whenever necessary. This includes analyses of Waliku time-effort reporting versus time allocated on individual projects • Maintain and track leave records 7.      Administrative Tasks • Assist with any travel related booking that may be needed • Assist with any meeting planning that may be needed • Assist with managing the team calendar as needed. QUALIFICATIONS Education, experience, skills and knowledge background ·      Qualification or experience in accounting is a must ·      Fluency in written and spoken English. ·      Knowledge of Spanish, Arabic or other international language is a bonus ·      Strong task management and organizational skills   Competencies: ·      Understanding of financial statements ·      Methodical with attention to detail ·      Time management ·      Advanced MS Excel skills ·      Ability to understand needs of the management and deliver necessary reports ·      Good team facilitator and member. ·      A commitment to high quality of work and efficiency. ·      Low resistance to change. ·      Concern for detail. • Interest and passion to develop knowledge and skills in the area of child rights