Finance and Administration Officer

Job description

Job Summary: The Finance and Administration Officer is part of the project staff. Supports in budget management, financial planning and analysis, financial and donor reporting, partner and staff capacity strengthening, and project risk management. The role will assist in budgeting, forecasting, variance analysis, commitment tracking, financial statements, audit readiness. Key Duties and Responsibilities: Financial Management ; Prepares and supervises the preparation of financial analysis regarding Advances, based on organization and donors’ procedures.Ensures that books of accounts are maintained checks, receipts, vouchers, and other financial documents are kept properly and that they are safeguarded against misuse.Review petty cash payments and ensure timely replenishment and supports the part of the general cross cutting activities like audit, monthly end closure activities, tracking and correction of the balance accounts.Budget Management: support annual budgeting and revisions; forecasting and reforecasting; budget-versus-actual analysis; variance analysis and corrective action plans; expenditure/depletion monitoring; commitment tracking; cost allocation; cash-flow planning; partner budget oversight; donor budget compliance; budget modifications/reallocations; pipeline and funding-gap analysis.Financial Reporting: Support monthly, quarterly and annual financial reporting; donor financial reports; statutory and corporate financial statements; project closure reports; reconciliations; revenue recognition; receivables and payables; foreign-exchange gains/losses; audit schedules;IPSAS or applicable accounting-framework compliance; data quality and integrity;ERP reporting; and timely follow-up of audit findings.Capacity Building: finance capacity assessments; structured training plans; coaching and mentoring; partner financial-management strengthening; training on donor rules and procedures; budgeting and forecasting skills; internal-control awareness; fraud prevention; development of SOPs, tools and templates; post-training assessments; and monitoring whether capacity-building interventions result in improved performance.Risk Management: enterprise and project financial-risk assessments; risk registers; fraud and corruption risk; partner fiduciary risk; tax and statutory compliance; and periodic monitoring of risks.Ensure compliance with organizational financial policies, procedures, and donor regulations.Implement and maintain effective internal controls to safeguard assets and prevent fraud.Data Entry; Verification of Invoices in line with the approved Concept Notes, Terms of References and Contracts.Data entry of financial transaction in the SBD after detailed review of financial documents of payments .Updating the payment information in SBD in a weekly basis.Filling /Maintain Proper Documentation; Ensure all financial documents are labelled, stamped with “PAID” marks, and make sure all transactions have been properly identified ((or invoices voucher; and for journals transactions number).Arrange all financial documents for internal as well as external auditors up on request.Procurement, Logistics and Administration; Provide financial oversight of procurement processes.Oversee fleet management including vehicle utilization, fuel monitoring, maintenance scheduling, insurance, licensing, and fleet cost analysis.Oversee office administration including facilities, utilities, office leases, security services, office equipment, maintenance, cleaning services, and inventory management.Support logistics planning for meetings, workshops, travel, conferences, and field activities.Staff Management; Supervises and supports the Junior Finance Officer and the drivers and office clerk. Qualifications, Skills and Experience: Bachelor’s degree in finance, Accounting, or a related field.Partial professional course (ACCA/ CPA/ CIMA) is an added advantageA minimum of 5 years’ related experience in financial management, preferably in a field office or non-profit organization.Strong knowledge of financial accounting principles and practices.Proficiency in financial software and MS Office applications.Excellent analytical and problem-solving skills.Strong attention to detail and accuracy.Effective communication and interpersonal skills.Ability to work independently and meet deadlines. Additional Information Accuracy: The ability to work accurate and diligent, with an eye for detail aimed at preventing mistakes.Controlling progress: The ability to control the progress of employees’ processes, tasks, activities and of one’s own work and responsibilities.Problem analysis: The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.Integrity: Adherence to the standards, values and rules of conduct associated with one’s position and the culture in which one operates. Being incorruptible.Result orientation: The ability to take direct action in order to attain or exceed objectives.

Requirements

bachelor degree 60