EADD II-Finance & Administration Assistant
Tracking Code: 407-752
Job Description
FUNCTION
The Finance and Administrative Assistant is responsible for providing support to the project by maintaining systems of accountability, establishing and maintaining communications between program offices, and performing basic finance administrative tasks as assigned. S/he will implement and develop procedures that promote financial discipline to meet organizational goals as well as maintaining strong financial controls as they relate to the project. EADD-II is an ambitious five-year program designed to transform the lives of resource poor farming families through a competitive and inclusive dairy value chain in Kenya, Uganda and Tanzania.
ESSENTIAL CHARACTER TRAITS:
Detail-oriented, collaborative, communicates clearly, organized, deadline-oriented, levelheaded, positive nature
RESPONSIBILITIES & DELIVERABLES
(including approximate percentage effort)
General office management and maintenance (20%)
Ensure fire-fighting equipment are in place, are serviced timely and with the help of the Finance and Administration Manager, a safe work environment is maintained at all times.
Act as initial point of contact for the Cluster project office by responding to both internal and external inquiries/requests, handling and making follow up on all incoming and outgoing correspondence as appropriate as well as receiving and directing visitors on a daily basis.
Ensure the Cluster offices are kept clean, washrooms and kitchens hygienically maintained and that needs for fixtures and office repairs are addressed promptly on a daily basis.
Management of assets; and central filing system (20%)
Ensure all assets (generators, vehicles, photocopiers, scanners etc.) are in good working conditions; and repairs done promptly for smooth office function.
Maintain updated filing system for all Cluster documentation.
Maintain an updated fixed asset registers – reviewed on a bi-annual basis with the supervisor.
Ensure proper maintenance of all stocks inventory records with monthly feedback to supervisor.
Maintain updated filing system for all Cluster documentation.
Provide financial management support to the Cluster, Country Office and Producer Organizations (PO’s) (30%)
Review all invoices /requests and forward them to the Country office Accountant for processing
Review all invoices /requests and forward them to the Country office Accountant for processing.
Manage the Cluster advance imp rest.
Provide onsite mentorship to PO staff and board on financial management including record keeping (use of books of original entry like cashbooks, payment vouchers, receipt books, goods received notes, cash acknowledgement forms etc.
Support the Country office in uploading supporting documents in Agresso.
Support the POs to develop, implement and monitor an appropriate system of financial controls that involve procedures for authorization and approval, as well as proper documentation and the physical security of assets.
Work with the Finance team to ensure utility bills are paid timely – internet provider, telephone, security, electricity, water and diesel.
Prepare monthly financial statements
Mentor the Cooperatives accountants in performing bank reconciliations at the end of every month.
Guide POs in proper funds accountability for the grants released and follow up on any outstanding funds or issues.
Vehicle management and supervisory role (10%)
Ensure all cluster vehicles are in good working conditions.
Ensure monthly vehicle movement plans are shared with the Cluster team by 5th of the month.
Supervise all cluster drivers (including EADD partners’ drivers) and ensure the drivers have an approved work plan by 5th of the month.
Review driver’s mileage reports on a monthly basis and inform supervisor on any concerns noted.
Provide the supervisor and the Finance and Administration Manager with a monthly report stating the comprehensive vehicle conditions.
Carry out drivers’ on-going performance reviews on a monthly basis, maintain the signed monthly logs; and escalate noted challenges to supervisor.
May perform other job-related duties as assigned (5%)
Any other job-related tasks assigned by the line manager
Required Skills
Most Critical Proficiencies:
Excellent organizational and time management skills.
Knowledge of Accounting and Statement of Financial Accounting Standards rules.
Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Understanding of storekeeping and logistical planning.
Knowledge of systems and methods to protect organization’s valuable information and assets.
Knowledge of all standard office equipment including copiers, scanners, fax machines and printers.
Exemplary customer care and administrative skills.
Strong problem-solving skills.
Strong English language skills – oral and written.
Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
Essential Job Functions and Physical Demands:
May require constant sitting; working at a computer for extended periods.
Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
Ability to establish priorities, achieve deadlines and make sound judgments.
Ability to perform as an effective team member and work cooperatively with a diverse staff.
Ability to work independently and perform multiple tasks with minimal supervision.
Constant telephone, face-to-face and electronic communication with colleagues and the general public.
Ability to maintain confidentiality and to work with minimal supervision.
Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.
Required Experience
Minimum Requirements:
Bachelor’s degree in business administration plus three (3) years of related experience
Job Location: Iringa, , Tanzania
Position Type: Full-Time/Regular
Job Level: To Be Determined
Client: Non U.S. Based Locations
Closing Date: 09/15/2017
Source: Daily News 07 September, 2017
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