Recruitment notice: RECRUITMENT NOTICE N°013.122022/RH/CCMR – A Project Administrator
CONTEXT
CARE is one of the largest humanitarian aid networks in the world, apolitical and non-denominational that supports and manages emergency and development projects by involving communities, collaborating with local partners. Our objective is to fight against all forms of poverty, to defend access to fundamental rights, to combat social injustice. Supporting women’s empowerment and acting for their rights are essential actions in the fight against poverty, which is why women are at the heart of our programs. CARE is present in 100 countries and through the implementation of nearly 1000 emergency and development projects.
In Cameroon since 1978, CARE develops and implements 3 action programs (broken down into several projects) in response to humanitarian crises and support for sustainable development. They are part of the phases of emergency, resilience of women and young people, access to sexual health and reproduction of the populations most at risk, including PLHIV.
As part of the launch of the Project for access to protection services for populations displaced by the conflict in North-West and South-West Cameroon and host populations in West Cameroon (Bafoussam), CARE International at Cameroon is looking for:
Position: A Project Administrator
Division: Finance
Contract form: CDD of one (01) year (2 months trial period renewable once)
Working time: 40 hours per week (Full time)
Reporting line : Project Manager – PASEPRO
Position location: Bafoussam (position not relocated)
GENERAL RESPONSIBILITIES
The Project Administrator within the projects implemented by CARE International in Cameroon has the task of ensuring the financial, logistical and administrative management and the preparation and review in the region of the financial, logistical and administrative reports for transmission to the central level, in its area of intervention in collaboration with the project team, under the supervision of the project manager. He/she will be responsible for
– Provide support to project managers and the implementing partner for the proper application of project reporting procedures
– Perform the analysis of financial reports from on-site projects, to the synthesis of financial data from the field in his area.
– Ensure the management and follow-up of purchases and equipment
– Support partners in the implementation of the program’s administrative and financial procedures;
– Ensure the administrative and logistical management of the project
FUNCTIONS
Function 1: Financial monitoring
– Respect and enforce the policies and procedures established at CARE Cameroon in terms of payment and accounting
– Control of invoices and related documents before payment of suppliers and/or payment and liquidation of advances;
– Keep the cash registers, make the weekly cash statements and submit them to the accountants for validation, and enter all the related expenses into the software;
– Keep cash registers and proceed with supplies and liquidation in accordance with the procedures in place
– Follow the project activity forecast made by the manager and provide them with support for the forecast cash flow monitoring;
– Assist in the preparation and review in the region of the administrative and financial reports of the projects and the project implementation partner before transmission to the central level according to the donor’s procedures;
– Administrative and financial monitoring of the implementation partner and service providers;
– Prepare and regularly transmit the documents of the sub-office in accordance with the monthly deadlines and respect the monthly accounting closing deadlines;
– Support to the audit department in the context of external audits
– Scan of all financial documentation and transmission in JIRA
– Follow-up of CIAPs in JIRA and ensure that requests are closed within 72 hours
Function 2: Coaching of partners in compliance with CARE procedures
– Training of the partner in CARE and donor procedures and the elements to be provided in the financial reports;
– Ensure regular monitoring and coaching of the partner to ensure understanding and compliance with procedures;
– Control and monitoring and accounting entry of financial reports from the partner;
– Ensure follow-up of partner payments on time.
Function 3: Planning and management of goods and materials and services
– Tracks orders and services and ensures compliance with contractual deadlines;
– Ensures the receipt of deliveries in connection with orders made by the coordination purchasing department;
– Ensures the good keeping of a copy of the purchase files according to the policies in force.
– Manages the fuel supply of vehicles and generators and ensures that the tanks of vehicles and generators are full at the beginning of each week and on the last working day of each month
– Under the supervision of the Project Manager, prepares a weekly table of driver and vehicle movements;
– Ensures that vehicle movements are grouped in order to optimize the use of their resources;
– Monitoring and maintenance of fleet vehicles
– Checks daily that the log books of vehicles and generators are properly kept (check that the drivers and sponsors of the races appear in the log book);
– Prepare the report of fuel consumption and vehicle consumption costs.
– Performs quarterly inventories (stock management, inventory management) to ensure traceability of the management and use of project assets;
– Manage the supervision of workshop meetings with all the related logistics;
– Coordinate internal races and maintenance of the premises
Function 4: Administrative management
– Ensures proper archiving of accounting and financial documents;
– Performs other administrative duties as required.
– HR focal point at project level
– Coordinate the orientation of visitors and partners
– Maintain office inventory
– Team travel management
SKILLS AND QUALIFICATIONS
Qualifications:
– BAC + 3 in accounting or finance;
– Professional experience of at least 3 years in an INGO or a development project
– Mastery of the Office pack (Word / Excel) / Use of accounting ERP is a plus (SAP – PEOPLE SOFT)
Skills :
– Speaks French and English
– Honest, methodical, rigorous
– Ability to work under pressure and in a team
– Adaptability to a context with security constraints
– Be able to demonstrate a commitment to respect, equity, diversity and inclusion, including gender equality.
CONDITIONS AND TERMS OF APPLICATION
IMPORTANT – HOW TO APPLY (Follow the instructions please)
1- Persons interested in this offer are kindly requested to complete the form provided for this purpose by following the link below:
2- At the end of the form, you will be given another link through which you will only send your CV and cover letter
NB :
- Female candidates are strongly encouraged;
- Any application transmitted by a channel other than that indicated above will not be taken into account;
- Only shortlisted candidates will be contacted personally.
Closing date of the offer: 21/12/2022 at 4 p.m. sharp .
HOW TO APPLY
WELL READ AND FOLLOW THE INSTRUCTIONS GIVEN ABOVE TO APPLY, AND NEVER SEND MONEY DURING A RECRUITMENT.
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