The Finance & Administrative Assistant will support the implementation of financial and administrative activities of the project. Ensure the project team is guided and facilitated during project implementation to avoid over or under spending of budgets, mismanagement of resources.
The Finance & Administrative Assistant reports to the Finance and Admin Officer and Works closely with the programmatic team and quality team on Operations.
Key Duties and Responsibilities:
Timely and accurate payments with full compliance with Solidaridad regulations;
Maintenance of the internal expenditures control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted and travel claims, and other entitlements are duly processed;
Proper control of the supporting documents for payments and financial reports to projects
Timely accounts closure;
Maintenance of the proper filing system for finance records and documents;
Reconciliation of balance sheet accounts including staff advance/receivable, Fuel advance, petty cash;
Support month-end and year-end closure through report preparation and submission including e.g. travel claim monitoring sheet, petty cash reconciliation, review and monitoring of receipt accrual and payment voucher status.
Administrative support to conferences, workshops, retreats;
Support to office space arrangement, floor plan, and relevant purchase of office furniture;
Support to assets management and physical assets verification;
Support maintenance of premises and common services, office insurances and management of document storage
Maintenance of files and records relevant to lease agreements and Project Offices and related maintenance and insurance
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Facilitation of knowledge building and knowledge sharing, and guidance to all stakeholders on financial matters:
Handling adhoc inquiries on payments and other financial transactions;
Perform other work duties assigned by the Finance and Admin Officer.
Qualifications, Skills and Experience:
The applicant must hold a Bachelor’s degree in a related field e.g Accounting, Business Administration, Financial Management
At least two years of related work experience in finance, administration, and project management for international organizations
Computer literate, Proficient in QuickBooks and comfortable with e-accounting packages.
Self-driven motivation and belief in the continuous improvement philosophy
Able to cope with heavy working conditions and deadlines reasonably well
Ability to communicate and report concisely.
How to Apply:
All suitably qualified and interested candidates that meet the above qualifications should send their one-page cover letter (including salary expectations and availability) and CVs via Email to: firstname.lastname@example.org with the subject line as “Finance & Administrative Assistant”
Deadline: 12th November 2021