Bookkeeper & Logistician At Mennonite Central Committee

Mennonite Central Committee (MCC) is a worldwide ministry of Anabaptist churches. MCC is a global, nonprofit organization that strives to share God’s love and compassion for all through relief, development, and peace. MCC is committed to relationships with local partners and churches. As an Anabaptist organization, MCC strives to make peace a part of every program.

Position Title: Bookkeeper &Logistician

Reporting to: Country Representatives

Location: N’Djamena, Chad

Full Time Employment: 1.00

Start Date: Tentatively October 15, 2024

Job Synopsis:

The Bookkeeper and logistician will work in close coordination with the Country Representatives and the Finance & Administration Coordinator to ensure the smooth running of the day-to-day finance and logistics activities of the MCC Chad Country Program, in accordance with established policies and procedures. The role includes carrying out regular bookkeeping tasks such as daily transactions, payments of grants to partners, salaries to staff, statutory payments and payment to suppliers, and logistics tasks including procurement activities, supporting office and project partners, and ensuring that staff have the resources needed to carry out program activities in a timely and efficient manner.

Key Responsibilities:

1. Bookkeeping (50%)

• Act as a backup for the Finance and Administrative Coordinator (FAC) while s/he is out of office for leave.
• Manage the Petty Cash and keep an accurate daily record of all cash transactions.
• Check bills and invoices before payment to ensure that documents are accurate and complete, that budget coding is correctly recorded, and that policies and guidelines including specific grant/donor requirements are followed.
• Ensure that all expenses include the necessary supporting documentation and are properly coded and authorized.
• Ensure that all supporting documents of payments made, and cash received, are stamped ‘PAID’, filed properly, and kept in a secured location.
• Assist FAC in payments related to vehicles (insurance, registration) and other statutory related payments.
• Maintain MCC asset inventories for office and service workers and ensure insurance is up to date.
• Assist the program staff to ensure that the partner financial reports are complete and comply with the set principles before submitting them to the MCC Representatives.
• Assist in the preparation of the Country Program’s annual activity schedules/budgets.
• Prepare checks and bank transfers for authorized payments as instructed by supervisor.
• Carry out banking activities and payments to vendors as instructed by supervisor.
• Assist in the recording of transactions into the accounting system as instructed by supervisor
• Assist in conducting several financial /program reviews & reporting of partner organizations each year, including follow-ups.
• Perform regular cash count to ensure the cash balance is accurate.
• Maintain the financial filing system in an organized, complete and efficient manner.
• Ensure strict confidentiality of all financial information including bank and cash balances.
• Assist during month-end and year-end financial reporting and audits as directed by supervisor.
• Provide general administrative support to the office as directed by supervisor.
• Perform other related tasks/assignments as assigned by the supervisor.

1. Logistics (50%)

• Ensure that MCC policies of logistics procedures and country policies are implemented and adhered to throughout the Country program.
• Oversee maintenance of MCC vehicles and equipment (comply with MCC Vehicle policies, maintain service and registration schedules in coordination with mechanic, cleanliness etc.). Ensure servicing & maintenance schedules are adhered to. Ensure usage of fuel is correctly supervised and recorded.
• Coordinate all matters regarding equipment and assets including communication, IT and power, to ensure that equipment are managed diligently, operated in the most cost-efficient manner, and maintained appropriately. Management of equipment will include procurement, registration, allocation, tracking, maintenance, repair, replacement and reporting.
• Ensure the Meraki is functional, internet data usage is analyzed, discrepancies are addressed with users and resolved in liaison with MCC Information Technology (IT) Specialist.
• Facilitate payments related to vehicles (insurance, registration, etc.).
• Provide logistical support – transport MCC staff/Service workers on fields if needed immigration, police station, airport picking up and drop off.
• Assist in receiving and redirecting courier mails, with DHL and other vendors.
• Create and maintain an updated record of vendors (office supplies, printing, workshop venues, vehicle repairs and purchases, and travel).
• Process immigration requirements for MCC Chad team and visitors; maintain office immigration files.
• Arrange workshops and meetings (venues, catering, accommodation, transport, etc).
• Purchase supplies and equipment for office and kitchen.
• Provide and/or support language tutoring with MCC International Staff.
• Assist the Reps in maintaining both office and home assets.
• Work closely with landlords in improving the functionality of the property, engage with SNE (vendor for solar installations in office), Reps and staff residences.
• Give input into new houses to rent and negotiate lease, whenever such is needed.
• Responsible for media space coverage for Chad country program.
• Comply with all relevant MCC policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies.
• Supervise office and reps’ residence guards.
• Perform any other tasks as may be assigned from time to time by the Supervisor.

Team Spiritual Life:

• Work together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of the team, including team devotions, prayers, and words of encouragement.
• Reflect the values of MCC with team members, local staff, beneficiaries, and external contacts.
• Promote a work-life balance that enhances productivity at the workplace.

Qualifications:

All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and nonviolent peacemaking.

An invitation to an assignment is contingent on the successful completion of a criminal background check.

• Undergraduate education to advanced university degree in Business Administration, Accounting, Finance, Office Management or a first level university degree with relevant experience in accounting, business, public administration, or a related field.
• 3-5 years of relevant professional experience in an office environment and international organization.
• Must be a national-Chadian.
• Ability to communicate effectively in both French and English. Arabic language skills are an added advantage.
• Strong interest in program/project administration and coordination.
• Experience with, or demonstrated aptitude for, financial skills.
• Experience in logistics and procurement, preferable related to events and travel arrangements.
• Understanding of basic non-profit accounting principles
• Excellent financial, accounting, and reporting skills, as well as good exposure to project administration.
• Strong analytical capabilities and a high level of organization and attention to detail.
• Ability to work with people from diverse cultures and disciplines.
• Results driven, personal commitment, efficiency, flexibility, and problem-solving skills.
• Demonstrated capacity to work well under pressure and successfully manage multiple deadlines and competing demands.
• Proficient with MS Excel, MS Word.
• Previous experience with financial software highly desirable.
• Ability to work independently without direct supervision.