JOB: Financial and Operational Assistant Needed

•  Support the creation of activity budgets
•  Create and maintain a financial tracking and filing system for project expenses
•  Review and process all authorized payment requests for approval
•  Ensure reconciliations of cash advances for staff travel to the field and banking of any cash returns
•  Prepare and submit to the Director of Finance and Operations monthly and ad-hoc project financial reports and budget variance analysis
•  Coordinate monthly requests and disbursement of funds, based on budget and cash flow projections, to ensure the project has all funds needed for operations

Supply

•  Coordinate the pre-qualification of suppliers
•  Review purchase orders and other relevant procurement documents to ensure they are correct and complete before they are processed and forwarded to suppliers
•  Review POs and consult with Team Leader for approval, prior to issue within agreed limits
•  Liaise with vendors and other service providers and ensure invoices are verified and submitted in a timely manner
•  Provide guidance to technical team on procurement compliance requirements

Administrative

•  Maintain a risk register to track all risk elements through regular audits
•  Maintain the asset register and ensure it is always up-to-date, performing scheduled and impromptu asset verification
•  Maintain office records such as travel logs, asset lists and others as required
•  Receive office supplies and verify orders
•  Collect and distribute incoming mail, register and send all outgoing mail
•  Provide administrative support to the Deputy Party Leader
•  Coordinate meeting and training logistics and set up conference room(s), request cash advance for refreshments and provide other internal meeting logistics
•  Oversee the management of office facilities, transportation and logistics, including arranging for project meetings, workshops and trainings
•  Make and confirm appointments
•  Manage general office services including security, cleaning, transportation and utilities

Qualifications required:

•  Bachelor’s degree in finance, accounting or business management
•  5+ years of financial and accounting support to a USAID-funded project
•  5+ years of using accounting software packages
•  3+ years of supply support for a USAID-funded project
•  3+ years providing logistical and administrative support

Preferred qualifications

•  Accountancy Certification or Accreditation
•  Organized and able to handle multiple tasks simultaneously
•  Analytical and detailed oriented
•  Proficiency in MS Office applications
•  Ability to work independently and in a team
•  General professional proficiency in written and oral English and French