Purpose of the position: The purpose of the position is to provide Administrative and Logistical support to the Finance Division Director and staff. Key roles and responsibilities:
Managing the day to day operational and administrative activities of Finance Division by organizing flow of documents, prioritizing incoming requests, maintaining Finance Director’s Calendar, paperwork and control system and following up to ensure timely responses; Handling of correspondence i.e. incoming and outgoing letters, scanning of financial documents for external correspondence to Auditors, Regional office, Partnership office, Banks and support offices like monthly Funding Requests, Funding confirmations; Handling any Changes to bank account signatories and all Bank Accounts should have updated signatories and Signature control list is in place; and ensure banking correspondences are done in a timely manner; Maintaining an in depth knowledge of Finance Division operations, responding and/or re-routing general request for information, electronic communication and facilitation, liaison with Finance staff form ADPs/Zones and guests from other organization; Making necessary arrangements for Finance Division meetings, workshops and conferences, collating agenda items from team, booking appropriate venues and distributing background, organizing meetings, Coordinating monthly virtual or Skype meetings with Field Finance teams at Zonal/cluster level; Making necessary arrangements for Finance Division meetings, workshops and conferences, collating agenda items from team, booking appropriate venues and distributing background, organizing meetings, Coordinating monthly virtual or Skype meetings with Field Finance teams at Zonal/cluster level; Organizing documents and Reports for Approval by other departments/ND eg Monthly FFR and Cheques; Following up on actions required by the Finance Division, Filling of documents and maintaining relevant files for audit, ease of access and future reference; Coordinating administrative and logistical arrangements for Finance Division Director and staff visitors by providing timely information for hotel accommodations, airport pick-ups, local field travels and international travel in liaison with travel agents or support services division; Demonstrating flexibility in understanding special assignments eg External and Internal Audits, obtaining , compiling and extracting from files, reports, vouchers and other sources as directed by Finance Director/managers; Financial Management Roles: Handling the petty cash for the office and ensure the petty cash requests are within approval ceiling limit; the amount requested are in agreement with supporting documents and ensure replenishment is done timely; Ensure petty cash vouchers and other payments are properly and accurately coded per WVI CoA before posting; Ensure all received cash/funds are receipted and deposited; Receive and monitor/track the movements of invoices for payment; Occasionally: Support the disbursement desk with payment for distribution invoices ( such as Air tell bills, fuel bills etc), monthly Project Funding disbursement and forex management whenever need arise and ensure the organization receives a desired foreign exchange rate; General Financial Management: Ensure you model customer service and promptly respond to all customers inquiries; Exercise professional ethics and code of conduct in doing your work ( ie right attitude towards your assignments, high rate of integrity, confidentiality etc); Maintain a high level of accuracy and quality product whenever doing your work; Exercise timeliness in responding to all inquiries/task assigned;
Education/Knowledge/Technical Skills and Experience The following may be acquired through a combination of formal or self-education, prior experience or on the job training; Education level required: Minimum of Bachelor’s degree in Business Administration; Strong Organization skills and ability to work under pressure; Formal secretarial training and /or proficiency in computer software like Ms excel, power point etc. will be an added advantage; Commitment to accuracy and attention to detail and a good command of English; Experience: 3 -5 years of experience in providing support to a busy Finance , Administrative Division with many staff including virtual teams and executive assistant to senior staff; Excellent typing skills, written and verbal communication, proven interpersonal and customer service skills.
Other competencies/Attributes: Computer literate (Ms Word and excel). Working Environment/Conditions: Work environment – Office based with occasional travel to the field.