Program Finance and Administration Assistant

AWF is seeking a high performing and motivated individual to provide administrative, logistical and financial support to its new project, The ‘Sustainability and Inclusion Strategy for Growth Corridors in Africa (SUSTAIN).

The Program Finance and Administration Assistant will ensure strict adherence to internal controls, donor guidelines, proper record keeping and efficient administration. This position will report to the Project Manager.

Responsibilities

• Ensure accurate compilation of the projects financial activity for daily posting into the financial system
• Filling the statutory returns and coordination with the treasury team on payment of vendors
• Manage petty cash; oversee costs and advances relating to employee travel and workshops
• Provide support in day-to-day front office management
• Working with the grants, budgets and accounting teams assist the program team in the interpretation and implementation of financial policies and budget plans
• Ensure proper upkeep of office, equipment, vehicles and other facilities
• Provide day to day financial, administrative and logistical support to the Program
• Ensure that vehicle fleet is well-maintained and ready for use in program operations
• Work with the Procurement team to ensure that local vendors contact information is up to date in financial system (Serenic)
• Working with Procurement team, conduct annual prequalification process for regular vendors. Ensure that program procurements are initiated by staff timely via the accounting web portal
• Assist AWF’s Budget and Grants team to ensure that work plans accurately time-phase budgets on an accrual basis
• Ensure all administrative responsibilities of staff (timesheets, credit card reconciliations, alternate approvers, created, etc.) are completed in advance of travel so as not to disrupt organizational processes such as the monthly accounting close
• Conduct daily, real time entry of project accounting data in Serenic, ensuring monthly closing deadlines are adhered to. Participate with GL team with organizational, host-country, and grant specific audits
• Work with the Treasury team to manage the project cash position. Ensure that the Project does not run out of cash by maintaining up-to-date accounts payable balances, and requesting cash whenever needed and well in advance of required payment dates. Ensure that Treasury team is aware of upcoming large payments
• At the direction of the Procurement team, assist in higher value purchases with local vendors
• Review expense reports critically against travel calendar to ensure that costs are legitimate and compliant with AWF and donor travel rules
• Ensure that staff advances are provided timely and closed by staff upon return. Collect receipts/supporting documentation from staff, scan and attach to staff-generated expense reports in financial reporting system (Serenic)
• Any other task as assigned by the supervisor

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Qualifications

• Diploma in Accounting, Business, Finance or related
• Accounting certification preferred
• Minimum 2  years experience in a busy office
• NGO experience preffered
• Proficiency in the use of computers
• Excellent knowledge of Microsoft Excel spreadsheets
• Familiarity with accounting packages and government regulations such as taxation requirements and statutory related matters
• ·Book keeping experience
• ·Fluency in English/ Kiswahili
• ·Willingness to travel to remote parts of the landscape
• Ability to work with minimal supervision
• Ability to organize and present issues in a clear, concise and logical manner
• Ability to manage competing priorities, exercise good judgment, and quickly identifies and resolves problems with minimum supervision
• Ability to interact professionally with culturally and linguistically diverse staff and clients
• Ability to work within a team structure as well as independently, be creative, take initiative, be attentive to detail and possess excellent interpersonal communications skills;
• Dependability and good organizational skills necessary
• Commitment to AWF and its mission

Apply now