Finance and Administrative Officer At Colleges and Institutes Canada

Title: Finance and Administrative Officer

Supervisor: Senior Technical Advisor (STA)/CICan Representative

Location: SASTEP Field Office, Pretoria

Start Date: June 2024

Background

South Africa Skills Training Enhancement Program (SASTEP) is a 4-year program funded by Global Affairs Canada and implemented by Colleges and Institutes Canada (CICan) in collaboration with the Vocational Education division of the Department for Higher Education and Training (DHET) in South Africa’s Ministry of Higher Education, Science and Innovation. The program will lead to increased economic opportunities for male and female graduates of TVET colleges in the Eastern Cape and Limpopo, South Africa. SASTEP will work with all fifteen public TVET Colleges in Eastern Cape and Limpopo to strengthen the delivery and inclusiveness of TVET training and to expand the student support services that promote career readiness for all learners, including women and people with disabilities. Canadian colleges and institutes will partner with the South African colleges to enhance four key areas of TVET programming central to ensuring graduate success.

Job Summary

General Expectations

The Finance and Administrative Officer will be responsible for providing effective and efficient financial and administrative support to the SASTEP project office in South Africa. Duties will include but not be limited to financial and administrative support to the office, including financial transactions, review of supporting documentation, coordinating supplier payments, supporting SASTEP team travel, and providing other support financial and administrative services as needed.

The Finance and Administrative Officer will work under the direction of the STA to support the day-to-day need of the SASTEP office. The Finance and Administrative Officer is also expected to work closely with all members of the SASTEP team in South Africa and Canada.

The position is expected to involve some travel within South Africa.

Responsibilities

• Provide administrative and finance support to the STA on a day-to-day basis.
• Assist the STA in managing the day-to-day needs of the project office.
• Establish and maintain necessary operational policies including but not limited to HR, procurement, finance, safety and security, etc.
• Establish and maintain administrative and financial systems and files, both electronic and hard files.
• Assist the STA with preparing cash advance projections, budgeting and cash withdrawals, cash management, end-of-month cash count, cash safekeeping; disbursement and accounting for receipts for travel and per diems released to workshop/event participants, payment of suppliers, and for other field activities and operations.
• Prepare the monthly Synoptic Journal reports for the review and approval of the STA and Ottawa-based Senior Program Officer.
• Support the SASTEP team with the administrative, logistics and financial needs for meetings and workshops, including, but not limited to, per diem, accommodation and venue booking and payments, agendas, minutes, and reports.
• Coordinate field visits and travel for program team and partners.
• Support office procurement in accordance with policies and procedures and maintain accurate inventory of office equipment, furniture, and supplies.
• Act as the point of contact for office visitors and phone and email inquiries.
• Assist with formatting and distribution of reports and other project documents.
• Respond to requests from the SASTEP staff in Ottawa.
• Respond to enquiries from program partners and external agencies.
• Perform other related duties as assigned.

Reporting

The Finance and Administrative Officer will report to and be supervised by the Senior Technical Advisor or designate in the SASTEP Field Office, in close collaboration with the Ottawa-based Director, International Partnerships. The Finance and Administrative Officer is expected to work with a high degree of independence and autonomy.

Qualifications and Competencies

• Fluency in English.
• South Africa citizen or legally permitted to work in South Africa. Note: CICan will not provide a work permit or sponsor individuals.
• Recognized diploma or degree in a related field (administration, business, finance or accounting).
• A minimum of 5 years’ experience in a similar role with an international organization in financial and accounting processes, including, but not limited to, experience preparing financial claims and reports for programs, budgets and reconciliations.
• A minimum of 5 years’ experience providing administrative in an office setting on international development projects with an international organization.
• Demonstrated experience in the creation and maintenance of operational policies.
• Experience booking and coordinating travel for program teams.
• Demonstrated ability using Microsoft Office Suite, especially Excel where advanced knowledge is expected.
• Experience organizing large meetings and events with international and government partners.
• Ability to prioritize and organize work effectively and efficiently under pressure and tight deadlines.
• A diligent work ethic and professional behaviour.
• Superior written English language skills.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work both independently and collaboratively in a team.