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Finance and Administrative Assistant

Accra | Harare

  • Organization: ACBF - African Capacity Building Foundation
  • Location: Accra | Harare
  • Grade: Administrative support - SL-III, Support Staff position - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
  • Closing Date: Closed

Duties and Responsibilities 

1. Accounting Duties and Responsibilities 

1. Carry out accounting duties for the program and monitoring availability of funds and financial expenditures according to the approved workplan.

2. Prepare and code journals for the monthly nominal ledger input. 

3. Code all transactions to ensure the allocation of transactions to correct budget lines. 

4. Process payment requests and vouching floats by checking the adequacy of supporting documents for accountability. 

5. Process approved Statements of Expenditure (SOEs) in the nominal ledger. 

6. Compile reports of program staff and consultants travel control accounts. 

7. Reconcile monthly key accounts to ensure that errors are minimized or detected and are corrected on time. 

8. Compile annual audit schedules. 

9. Process payments for partnerships, program disbursements, sundry creditors, internal and external consultants and any other such payments as allocated from time to time.  

2. Administrative Duties and Responsibilities 

1. Provide administrative support to the staff members of the program. 

2. Make travel arrangements for staff members and consultants of the program for all missions related to program activities. 

3. Organize program meetings, take meeting minutes and prepare documentation for meetings, ensuring relevant documents and background papers on agenda items are available. 

4. Provide procurement support for the activities of the program with the guidance of the Procurement Unit. 

5. Set up, classify and maintain all files and records for the program in a chronological and accessible system. 

6. Ensure that the program secretariat has required office supplies. 

7. Manage event calendars for the program and assist with planning and arranging logistics for all program events. 

8. Receive, screen, distribute and monitor all incoming and outgoing mail for the program, attaching the necessary information and maintain a follow-up system. 

9. Receive and make telephone calls on behalf of staff members of the program. 

3. Perform any other duties as directed by Supervisor. 

Required Qualifications, Experience and Competencies 

Selection will be competitive based on the following candidate profile: 

  • Bachelor’s Degree in Business Administration or relevant discipline.
  • Part Professional Accounting qualification and hands-on experience with SunSystems Accounting package would be an added advantage.
  • Five (5) years of experience in accounting or financial management, preferably in an international organisation.
  • Ability to handle large volumes of assignments accurately and thoroughly while balancing multiple agendas.
  • Good filing and organizing, work planning and scheduling skills.
  • English and French are the working languages of ACBF.  For the position, fluency in oral and written English is required.  Good working knowledge of French is an added advantage.
  • Ability to effectively use software programs such as Microsoft Office Word, Excel, PowerPoint, SharePoint, and Outlook. Experience with ERP systems would be an asset. 

Core Competencies 

  • Planning and organizing
  • Communication
  • Teamwork and collaboration
  • Respect for organizational, intercultural, and ethical values
  • Learning and Innovation 

Values - ACBF staff subscribes to the following Values: 

Communication, Recognition, Excellence, Accountability and Modern. 

 

This vacancy is now closed.
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