Finance and Administration Officer 244 views

About

The local NGO’s purpose is to inspire and prepare young people to succeed in a global economy. Its long-term aspiration is to be recognized by businesses, educators, and policymakers around the country as the premier organization for inspiring and preparing young people around the country to become successful, contributing members of society, whilst uniting people around the common goals of creating jobs, building a stable economy, and providing higher standards of living.

Position summary

Proposal development and donor reporting; Financial reporting and control; Prepare annual financial statements and liaise with external auditors; Budgeting and budget monitoring; Liquidity and cash flow management; Internal staff capacity building; Ensure efficient and effective office administration; Work with and support the Executive Director and Program Manager.

Roles and responsibilities

Proposal Development and Donor Reporting – 20%: Participate in proposal writing through the development of sound budgets; Provide technical assistance to programme staff in managing project budgets; Develop fundraising strategy In conjunction with the Executive Director; Ensure that donor financial reports are prepared according to donor, national and international accounting standards where applicable.

Financial Reporting and Control – 35%: Ensure all staff are adhering to financial procedures and policies; Ensure the complete and accurate recording of all transactions; Review all back-up documentation to ensure it complies with organisation’s financial procedures and provides a complete audit trail; Update financial control procedures as and when necessary, in consultation with the Executive Director; Facilitate and undertake regular reviews of the organisation’s financial systems to ensure the procedures are continually optimised; Maintain a fixed asset register for the organisation; Prepare monthly financial management reports for internal and external users; Prepare annual financial statements and liaise with external auditors; Provide stakeholders with all information required for organisational level audit; Ensure all donor funds are received, applied and accounted for as per disbursement agreements; Ensure organisation complies with taxation regulations.

Budgeting and Budget monitoring – 10%: Work with the Executive Director and programme staff to develop the internal budget; Assist with internal budget management process; Liaise with donors to ensure budgets are submitted in accordance with agreement requirements; Assist the Executive Director with the supervision and consolidation of financial plans, budgets and forecasts prepared by the relevant staff.

Liquidity and cash flow management – 10%: Ensure all payments to suppliers are made in a timely and accurate manner; Prepare and run the monthly payroll; Manage and control cash in hand; Manage and control bank accounts; Ensure all cash and bank reconciliations are conducted monthly.

Internal staff capacity building – 5%; Introduce new staff to finance and admin procedures; Hold workshops with staff to maintain a high level of understanding and compliance with financial and admin procedures.

Ensure efficient and effective office administration – 10%: Line management of the office assistant / intern, including regular line management meetings and setting targets and developing work plans for the Office assistant / intern; Continuous improvement of admin systems and processes; Ensure efficient running and administration of all offices.

Work with and support the Executive Director – 10%: Provide administrative support to the Executive Director; Prepare ad hoc reports required by senior management; Other related projects

Qualifications, skills and experience

Professional accounting qualification or degree in accounting (both are an added advantage); At least three year’s experience in an accounting position in the NGO Sector; Experience in developing financial administrative systems; Experience in reporting to donors; Ability and confidence to enforce financial policies and procedures; Excellent computer skills – MS Excel and Pastel accounting essential; Experience managing and training other staff; Ability to analyse problems and make strategic decisions; Good interpersonal and communication skill; Excellent organisational skills; High level of self motivation; Honest and trustworthy; Enjoy working in a multi-cultural environment as part of a rapidly growing and developing youth-led organisation.