Job Description

An opportunity has arisen within a local NGO which is seeking the services of a Finance and Administration Assistant (FAA) and the incumbent should be prepared to start in January 2024.
The FAA will be responsible for daily finance / accounting and administration of project support activities, through well-maintained and appropriate office systems. Reporting to the Finance Officer, the assistant shall provide administrative and finance support and is responsible for performing, completing and/or overseeing specialized administrative and financial management support services in an efficient, effective and client-oriented manner.

Duties and Responsibilities

The position’s specific objectives / responsibilities and tasks are as following:
Human Resources, Administration and Logistics
• Ensure all project human resources are managed and dealt with appropriately and that HR files and databases are maintained for all employees contracted.
• Assist the Finance Officer for all tasks related to HR for the office and projects: • Compile payroll input information and forward to HR for processing.
• Assist the Finance Officer in setting meetings and events for the organisation
• Assist Finance Officer in implementing HR, administration policy and procedures. Monitoring the compliance and update changes
• Assist the Finance Officer and other teams/staff in daily administrative routine, ensuring the smooth running of office and projects.
• Ensure logistics procedures are followed in accordance with the organsiations procurement guidelines, including collecting quotations, preparing Purchase Request Forms and Purchase Orders.
• Assume responsibility for all administrative aspects of the Finance Officer in accordance with the organisation’s policies and procedures governing and support functions.
• Regularly review and update the office equipment inventory. Consolidate programme assets and inventories reports for the district. Manage programme assets located at the office and project offices
• Manage the repair, servicing and maintenance of office and equipment and furniture; maintain system for efficient use. Update vendors and services
• Manage the office vehicle – fueling, vehicle service, mileage calculations, fuel consumption etc
• Other tasks if assigned
Finance and Accounting
• Monitor and control project expenditure in line with the agreed budget and in co-ordination with the Finance Officer and Project Officer.
• Check, verify and process financial documentation, including orders, invoices and payment to vendors and reimbursement to office staff/consultant in accordance with organization’s policies and procedures
• Keep track and process the pay as you earn (PAYE) for staff and consultants if any,
• Manage office petty cash and bank accounts.
• Conduct / review project cash books and submit to Director for review and post to financial software.
• Prepare program monthly expenditure report
• Reconcile cash / bank and expenses / income accounts
• Be in charge of monitoring the spending of approved Activity Budgets, ensuring the spending complies with donor’s contractual regulations
• Other finance-accounting related work as required or needed
• In charge of internal finance monitoring at field
• Support of internal and external audit
• Liaison with Finance Officer for any financial matters

Qualifications and Experience

B.Sc. in Accounting, Bachelor level Degree in Management, Finance, or related field; or similar higher degree a plus
Skills and Experience
Essential:
• 2+ years of experience in one or more of the following areas: Administration, HR, Finance, Logistics
• Exceptional organization and planning skills, ability to manage and follow work plans
• Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player
• Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs
Preferred:
• Previous INGO experience
• Experience with donor-funded programs
• Experience supervising interns

How to Apply

This is an urgent recruitment and shortlisting will be done on a rolling basis.
TO APPLY
To apply Interested individuals are required to submit an application letter and a Current CV with full contact details of at least three contactable references.
Please send the CV and application letter to [email protected]: specifying ‘Finance and Administrator Assistant in the subject line by the 31st of December 2023