ABOUT THE JOB
To provide finance, administrative and human resources support to the Head of Region (HoR) and the Regional Team.
LOCATION: Accra, Ghana
REPORTING LINES:
Post holder reports to Finance and Procurement Manager
Staff reporting to this post: Finance and Administration Assistant
BUDGET RESPONSIBILITY: Yes
DUTIES & RESPONSIBILITIES
Key Performance Areas
Finance Support
- Prepare and maintain cash controls, reconciliation of bank statements, process invoices and maintain purchase order systems in accordance with the FTA financial policies.
- Develop procedures and oversee controls in issuing procurement contracts and processing of all payments and cheques.
- Ensure local tax laws and regulations are adhered to, by withholding, remitting and paying all taxes due and in due time
- Ensure transactions are recorded and entered into the computerized accounting system in an accurate, timely and transparent manner
- Prepare monthly, quarterly and yearly projects and regional financial statements
- Prepare for and assist with the regional annual audits
- Maintain the office petty cash and staff imprest systems
- Assist with preparation and consolidation of projects and regional budgets
- Accountable for monitoring the progress of projects, reporting and investigating variances in collaboration with the Finance department
Administration and Logistics Support
- Maintain an up to date office asset register and coordinate office equipment maintenance and repairs to ensure equipment are in good working conditions
- Ensuring timely payment of utility bills (water, electricity, internet,)
- Arrange all travels (national, regional and international), transfers and accommodation bookings for the HoR and members of the Board, staff and assist during their stay.
- In liaison with the programming team organize and arrange producer visits for the HoR and other visitors.
- Support the region with procurement of goods and services (Air Ticket, Hotels, Visibility materials etc)
- Ensure availability of meeting rooms, external venues, equipment, materials and catering arrangements for regional board and partner meetings as required
Human Resources Support
- Support the HR & Administration Manager in field recruitment exercises by organizing interviews, interview folders, and sending out regret letters
- Liaise with the HR and Administration Manager and the Head of Region to ensure timely renewal processes for contracts.
- Coordinate the on-boarding of incoming local staff and prepare their induction programmes
- Monitor, track and update the leave database in coordination with line managers.
- Update and ensure staff medical, all other insurances records are up to date.
- Create and maintain employee files, ensure that all records are up to-date.
SKILLS & EXPERIENCE REQUIRED
Qualifications
- Diploma in Accounting, Finance or related field
- Member of a professional body such as ICAM
Experience and Knowledge
- At least 1 – 3 years’ accounting experience
- Knowledge of financial systems, including accounting systems and budgetary control
- Sound knowledge of Malawi tax laws
Skills
- Strong financial management and accounting skills
- Data entry and records maintenance skills
- Book keeping and accounting skills
- Excellent analytical skills
- Excellent written and oral communication skills
- Good MS Office skills particularly MS Excel
- Excellent organisational skills
- Ability to work with different accounting packages
- Good customer services skill