TITLE: | Administrative and Finance Officer | REPORTS TO: | Deputy Chief of Party | JOB STATION: | Gitega, Burundi | LOCAL HIRE: | Yes; This position does not provide for expatriates allowances. |
COMPANY SUMMARY: EngenderHealth’s vision is a world where sexual and reproductive health rights are respected as human rights, and women and girls have the freedom to reach their full potential. To achieve transformational change leading to true social and economic progress, EngenderHealth partners with diverse organizations across sectors with the shared goals of highlighting women’s value to sustainable development. JOB SUMMARY: Reporting to the Deputy Chief of Party, the Admin and Finance Officer will provide a variety of financial, administrative and control support services to the project activities. S/he will ensure the project complies with all donor Rules and Regulations and that funds expended are compliant with donor regulations and policies. RESPONSIBILITIES The Administrative & Finance Officer will be responsible for the following: - Ensuring that prior authorization is obtained before any payment;
- Assuring all vouchers are prepared and appropriate signatures have been obtained;
- Examining all financial documents for payment are checked for completeness, accuracy and validity of financial data, including accounting classification and computations;
- Preparing checks, payments and bank deposits
- Recording financial transactions into QuickBooks and preparing monthly field reports
- Tidying up vouchers and correspondences
- Maintaining a record of all contracts and following up on the execution period
- Monitoring the bank account transactions, reviewing and reconcile the bank account on a monthly basis
- Ensuring on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary
- Maintaining complete, accurate and timely financial records in compliance with Donors and Engender Health policies and procedures
- Overseeing the issuance and collection of project contractors, consultants and staff travel advances, reconciling advance accounts each month
- Following up on outstanding advances which have not been liquidated in the timeframe prescribed by policies
- Keeping up-to-date the personnel files according to EH policies
- Administer benefits (pension, health insurance, annual leave scheduling, etc.)
- Reimbursing and filing all staff travel expense reports;
- Preparing payroll voucher to record the payroll disbursement and reporting and paying all payroll and taxes;
- Receiving, screening and routing all program related correspondence and maintaining an effective follow-up system;
- Assisting with the preparation of program materials by collecting information and printing materials;
- Assisting in the coordination of travel for program staff, international technical staff and/or consultants and in preparing and processing expense reports. This includes flight arrangements, hotel reservations and logistics, such as per diem, visas and donor approval (if applicable);
- Maintaining up-to-date lists of names and addresses of partner organizations, officials and personnel of relevant government partners and health facilities;
- Maintaining all financial files and assisting in the preparation for the annual audit.
- Managing the Petty cash and recording petty cash vouchers.
- Vetting all new vendors through debarment databases prior to any business transaction
- Preparing monthly advance requests, monitoring cash balances and ensuring that adequate funds are available all times to cover operations
- Preparing quarterly balance sheet reconciliations
- Ensuring that Withholding Taxes are promptly paid
- Ensuring prompt disposal of scrapped items
- Maintaining equipment and furniture
- Identifying malfunctioning equipment and ensuring their prompt repair or replacement
- Maintaining the inventory of all fixed assets;
- Preparing requisition forms, calls for bids, and competitive selection justification documents.
- Checking the delivery of goods and services for completion.
- Preparing standard purchase orders and services contracts.
- Developing and maintaining excellent working relationships with colleagues and partner organizations;
- Managing and performing other duties as assigned by the Deputy Chief of Party
REQUIREMENTS: - Equivalent and/or, bachelor, or other equivalent degree in accounting, finance, Business administration or other related field
- At least 3 years progressively experience in Finance and Office administration
- Experience managing administration and finance for USAID programming, with a strong knowledge of USAID funding rules and regulations, financial reporting and disclosure requirements
- Experience in organizing training and workshops including logistics management, budget preparation, distribution of invitations
- Excellent organizational skills
- Good communication skills in English and French
ESSENTIAL SOFT SKILLS - Capacity to deal with multiple tasks and be able to adhere to tight deadlines, and excellent time management skills
- Be honest and trustworthy
- Be respectful
- Demonstrate sound work ethic
PREFERRED SKILLS, ABILITIES, AND FUNCTIONS: - Excellent communication and writing skills
- Strong interpersonal, written, and oral communication skills
- Ability to use QuickBooks will be an advantage
- Able to work and travel within Burundi
Disclaimer The above statements describe the general nature and level of work being performed by the person(s) assigned to this job. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed and assigned. EngenderHealth provides equal employment opportunities (EEO) to all employees and applicants for employment, without regard to race, creed, ancestry, citizenship, religion, color, gender, gender identity, gender expression, age, national origin, political belief, sexual orientation, genetic information, status as a victim of domestic violence, marital status, disability or any other protected characteristic or status under applicable federal, state and local laws. EngenderHealth complies with applicable federal, state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. EngenderHealth is committed to safeguarding all people, particularly children, vulnerable adults and beneficiaries of assistance from any harm that may be caused due to contact with EngenderHealth. This includes harm arising from the conduct of staff, associates and partners; and the design and implementation of programs and activities. |
