The Finance & Administrative Assistant is the first contact point to visitors, consultants, and partners. S/he is primarily responsible for the day to day operations providing support to the senior management team, Iringa office and the project by maintaining systems of accountability, establishing and maintaining communications between program offices as well as partners and performing basic administrative tasks as assigned. S/he will implement and develop procedures which promote financial discipline to meet organizational goals as well as maintaining an efficient document retrieval systems/he will also assist with financial and accounting aspects of the country program office and processing of routine financial transactions in accordance with Heifer's policies and procedures
Act as initial point of contact for the project office by responding to both internal and external inquiries/requests, handling and making follow up on all incoming and outgoing correspondence as appropriate as well as receiving and directing visitors.
Responsible for managing project guests. Works closely with the Cluster Leader and travel agents to ensure that visits to the project are managed smoothly, professionally and efficiently – permits where applicable, ticketing, hotel reservations, airport transfers, hotel reservations, in-country travels, etc.
Coordinate and/or facilitate internal and external travel arrangements, hotel accommodations, workshop/conference, and visa processing for staff proceeding for workshops/conferences abroad.
Assist in fleet management. Working closely with the senior driver, Cluster Leader and the Operations Manager, ensure that vehicle movement, routine maintenance and availability to staff is organized, predictable and cost effective at all times.
Assist in managing and tracking records on service and repairs of vehicles, monthly vehicle reports, daily logical procedures, insurance covers for annual renewal as well as vehicle inspection by the relevant Authority when due.
Manage a functional and organized office filing system to ensure that the project documents and records are appropriately filed and secured for easy retrieval.
Working with the country, mailing lists, contact lists and other staff related information.
Working with the Regional Office Human Resources Manager and Country HR officer, ensure smooth on-boarding of new staff, clearance and exit of outgoing staff ensuring clear track of organization’s assets issued or returned from staff.
Assisted by Senior Driver, manage and track records on service and repairs of vehicles, monthly vehicle reports, daily logical procedures, insurance covers for annual renewal as well as any statutory vehicle inspection requirements that may apply.
Supervise staff under her/his jurisdiction on performance and ensure performance appraisals are completed in a timely manner.
Manage/handle project office petty cash transactions, documentation and reconciliation for Iringa Cluster.
Ensure constant supply of stationary and utilities, cleanliness of office premises by support staff ensuring that the meeting room is neatly kept at all times.
Ensure the offices are kept clean, washrooms and kitchens hygienically maintained and what needs for fixtures and office repairs are addressed promptly.
Ensure fire-fighting equipment are in place, are serviced timely and with the help of the Regional HR Manager and country HR officer a safe work environment is maintained at all times.
Working with the EADD Finance team, ensure utility bills are paid timely - internet provider, telephone, security, electricity, water and diesel to avoid disconnections.
Oversee security and cleaning companies’ staff assigned to the Iringa Cluster.
May perform other job-related responsibilities as assigned by the supervisor.
Most Critical Proficiencies:
Excellent organizational and time management skills.
Knowledge of the non-profit sector and the context to which non-profit organizations operate.
Exemplary customer care and administrative skills
Strong problem solving skills.
Strong English language skills – oral and written.
Knowledge and experience with word processing, spreadsheets, database, newsletter, and electronic mail software (Microsoft Office preferred).
Excellent keyboarding skills.
Essential Job Functions and Physical Demands:
May require constant sitting; working at a computer for extended periods of time.
Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
Ability to produce accurate documents in a well-designed and attractive format with superior attention to detail.
May require occasional bending and lifting of up to 20 pounds (9 kilograms) floor to waist.
Ability to operate all standard office equipment including copiers, scanners, fax machines and printers.
Ability to establish priorities, achieve deadlines and make sound judgments.
Ability to perform as an effective team member and work cooperatively with a diverse staff.
Ability to work independently and perform multiple tasks with minimal supervision.
Constant telephone, face-to-face and electronic communication with colleagues and the general public.
Ability to maintain confidentiality and to work with minimal supervision.
Bachelor’s degree or equivalent Diploma with three (3) years of hands-on related experience.
Practical experience in various aspects of accounting principles and practices with a good understanding of Generally Accepted Accounting Principles(GAAP) or International Financial Reporting Standards (IFRS).