Finance and Administration Officer Full Time NEW

Job Summary:

The Finance and Administration is mainly responsible for ensuring the set up and implementation of adequate financial management in the assigned location; ensuring adherence to established internal control systems and procedures; and handling compliance requirements of the organization, government and donors. S/he is responsible for the provision of HR services to the field office; ensures effective and efficient procurement of goods and services as per the principles, policies and procedures stated in Financial Manual (FM) and ensures proper management and administration of the assets of the projects, facilities, vehicles, equipment and security of the assigned field office.

Duties and Responsibilities:

Financial Management

• Actively participates in the preparation of the annual plan of operations of the projects and prepares the detail financial budget and cash flow forecast/revision.
• Monitors the proper execution of the budget and maintains healthy cash flows, prepares quarterly budget Vs spending comparison report, informs the PMs on major deviation, and takes appropriate action, in consultation with the respective PM to contain unhealthy spending trends (under or overspending).
• Responsible for the setting up, deployment, and effective implementation of internal control system within the framework of Finance Manual (FM) and related policies and procedures to make sure that the financial resources of the projects are used solely for the furtherance of the goals and objectives of the projects.
• Maintains proper accounting, bookkeeping and related documentation in compliance with HELVETAS policies and procedures.
• Be responsible for maintaining up-to-date accounting software (Banana Accounting) of the projects, closes the monthly accounts in a way that meets the required quality parameters as defined in the quality assurance checklist and sends the monthly report not later than the 20th day of the following month.
• Produces regular and timely financial reports as required by donors and management.

HR Management

• Ensures adherence of the project staffs to the personnel regulation, HR policy and staff code of conduct.
• Prepares yearly annual leave schedule for each member of the project team, follow up the execution of the plan with the view to significantly reduce unutilized annual lave balance brought forward from previous year.
• Plans, coordinates, supervises, coaches and evaluates the administration and finance support staffs including Drivers & Expeditors at Sekota office; and regularly reviews their performance, assign tasks and provide guidance.
• Supervises and controls annual leave status of all staff, maintains a database of leave entitlement, leave taken and balance regarding project staff and communicates to national office monthly; and produces annual leave schedule and execute to encourage staff to take their annual leave every year.

Property and Office Administration

• Sets up a system of integrated vehicles use and management scheme whereby the vehicles deployed at the Sekota office are utilized effectively and efficiently across projects.
• Sets up a unified system of cost accumulation, tracking and booking vehicles running costs across projects.
• Centrally manages the assignment of the vehicles to the various tasks based on daily, weekly and monthly work plans agreed with PMs in a coordinated and orderly manner, supervises their proper and economical use, and monitors their cost of operation as per the vehicles pooling system in place.
• Ensures annual inspection of vehicles are done in time, timely renewal of insurance policies and claim handling with insurance companies are handled effectively.
• Maintains, updates and regularly communicates fixed assets register of the project; and makes sure that every fixed asset of the projects is registered, secure and bears the designated tag number; conduct regular count (at least once in a year) to verify physical existence.
• Makes sure that vehicles are regularly serviced and maintained, log books of each vehicle maintained, and updated; and closely monitors and controls fuels consumption of each vehicle, monitor running costs and ensure adherence to the vehicle use policy of the organization.
• Ensures proper supervision of the security service providers and ensure safety and security of the office premise and project assets.
• Ensures communication facilities and office resources (internet, telephone, LAN system, printers, etc.) are used efficiently and effectively for the furtherance of project objective; and ensures that bills for utilities are settled on time.
• Ensures appropriate protection of ICT equipment from virial damage and maintain an effective project data backup system.

Compliances

• Ensures effective compliance with donor grant conditions regarding the use, administration and reporting of project funds.
• Monitors the compliance of the project team to the established internal control procedures and to the various provisions of the Financial Manual, and policies (vehicle use, Travel & DSA, Communication, Lcoal Security Plan and procedures, etc.) of HELVETAS.
• Ensures compliance with relevant local government laws and regulations.
• Ensures compliance of project partners which receive funds for implementation of project activities as per the annual project implementation agreements.
• Check monthly accounting reports, payments, underlining supporting documents, booking maintained at the partner offices to ensure proper compliance to the terms and conditions of the annual agreement; and advises and takes appropriate actions to fix errors and irregularities.
• Ensure timely submission of financial reports to HELVETAS after all expenses are checked and reviewed by the respective project managers.

Procurement of Goods and Services

• As part of the annual fiscal plan, prepares annual procurement plan, ensures allocation of adequate budget to execute the plan and execute the procurement plan as planned.
• Ensures proper compliance with internal control procedures outlined in section 11 of the FM which are designed at deterrence, prevention and detection of fraud, corruption and misuse of resources.
• Reports to the programme office any instance of corruption and misuse of resources by project staff, partners and stakeholders.

Academic Qualification, Work Experience and competencies

• Bachelor’s degree in accounting and finance, Business Administration or related fields.
• A minimum of 6 years’ relevant professional experience in the areas of Finance and admin related activities preferable in INGOs.
• Demonstrated experience in fund-based accounting and computerized accounting.
• Experience in managing & supporting partners
• Strong communication and interpersonal skills
• Flexible, capable of working independently, high integrity, and hard-working.
• Excellent command of English language, writing and report writing skills.