Finance and Administration Assistant

Title: Finance and Administration Assistant

Division: Finance and Administration/ Conservation Programs

Reports to: Senior Finance and Administration Officer – Bili

Supervises: Driver

Location: Based in Bili with frequent travel to Buta and other filed sites (DRC)

Job Summary

The Finance & Administration Assistant will provide Financial and Administrative support at the landscape level and will work closely with the technical teams on site. He/She will support the Senior Finance and Administration Officer in all aspects of finance and administration relating to the programs in the Bili-Uele landscape to ensure efficient and effective implementation of projects. Specific tasks will include daily processing of invoices, daily petty cash handling and when required staff portal expenses in compliance with AWF’s internal and donor policies and procedures. The position will also provide support on treasury related administrative and routine tasks that require urgent action, constant consultations and frequent follow-ups with field and program staff. The position will report to the Senior Finance and Administration Officer.

The position is based in Bili Uele Landscape.

Responsibilities

Compliance roles

• Support the Senior Finance and Administration Officer in ensuring that the Bili Uele team understands and adhere to AWF and donor financial and administrative policies and procedures.
• Carrying out daily Petty Cash payments in compliance with AWF Financial procedures.
• Preparing petty cash payments reports with the collaboration of the Senior Finance and Administration Officer.
• Ensure staff comply with time reporting requirements across projects including timely completion of timesheets by Landscape staff.
• Maintain the established Bili-Uele petty cash float for programs and ensure cash handling and usage follows the established guidelines for the Bili-Uele Landscape.
• Provide support to Senior Finance and Administration Officer in monitoring staff travel advances and ensure timely accounting of advances and consistently escalating to the Supervisor any instances of non-compliance with AWF Travel Advance procedures.

Finance and Accounting roles.

• Provide support to the filed staffs in several functions varying from system training and assistance to processing of transactions on their behalf.
• Participate in the development of landscape work plans and budgets to ensure appropriate accounting distribution and expense coding in the accounting software.
• Provide support to the Senior Finance and Administration Officer in managing cash flow operations for the Bili-Uele program by ensuring timely projections of cash as per established workplans.
• Assist the Senior Finance and Administration Officer and Budget and Grants team in the preparation of accurate and complete grant reports, for submission to the donor.
• Input and submit any direct invoices with adequate documentation and follow-up with field staff on delayed approvals.
• Daily processing of petty cash, travel advances, invoices, and staff portal expenses in compliance with AWF’s internal and donor policies and procedures.
• Ensure complete posting of all expenses for the smooth month-end closure of accounting books.
• Process staff travel advance requests/ reimbursement, disburse cash, review advance retirements, generate credit memos, and identify any issues.
• Scan all financial documents and trip expense back-ups.
• Process payments to vendors on a timely basis within the agreed vendor payment days.
• Assist the Senior Finance and Administration Officer in planning and managing landscape cash and cash flow, including timely cash provisions, cash handling and cash counts.
• Administer petty cash float, process payments, and initiate petty cash top-ups in consultation with the supervisor and reconciliation thereof.
• Maintain sound financial management of each project within Bili-Uele in a manner that facilitates timely and accurate production of management reports at any given time.

Administration roles

• File and archive all office documents (Procurement and financial documents) per established systems.
• Maintain electronic logical coding, indexing, and references of scans.
• Develop and maintain a vehicle usage calendar to ensure that vehicles are available when needed and increase instances of vehicle pooling.
• Ensure proper upkeep of Bili office, equipment, and other facilities. Ensure insurances and license are always updated on time.
• Provide supervision to guards, caretakers, and other administrative personnel. Provide for required office services and supplies.
• Assist Senior Finance and Administration Officer in overseeing timely field procurements in liaison with the Central procurement teams.
• Support in coordination with Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable procurement support documentation filing.
• Assist Senior Finance and Administration Officer in maintaining asset records in Serenic and e-assets register (when required).
• Ensure that there are sufficient stocks of office consumable materials to mitigate against stock outs.
• Assist with program logistics and facility (travel, space, etc.). Ensure the front office is well managed. Ensure the guests and callers receive professional, courteous, prompt, and pleasant service and messages are delivered to program staff timely.
• Ensure vehicle fleet management for project vehicles including ensuring a maintenance schedule and vehicle mileage tracking, validation and posting.
• Responsible for field vehicle fuel management and ensure accurate record keeping, monitoring system on fuel consumption- Review monthly vehicle log sheets and prepare monthly report of fuel and maintenance for approval by the Country Office.
• Inspect equipment, structures, or materials to identify possible causes of security lapses and communicate the findings to the Landscape Director.
• Provide security briefing to staff as needed and ensure that all staffs adhere to security policies and procedures. This includes briefing to all newly recruited staff.

Other duties

• Take on other relevant duties as assigned the supervisor(s).

Requirements and skills

• Bachelor’s degree in finance, business, and accounting.
• At least five years’ experience in Financial and Administration of donor funded projects.
• Ability to work as part of a team in a multicultural environment.
• Knowledge of any accounting system is an added advantage.
• Self-organized and able to take own initiative.
• Ability to manage sensitive and confidential matters with the highest level of professionalism.
• Strong problem-solving abilities and organizational skills
• Multi-lingual skills and/or multi-cultural experience appreciated.
• Non-profit accounting experience preferred.
• Excellent interpersonal skills and experience in building effective relationships at all organizational levels.
• Ability to build productive relationships by interacting with others in ways that enhance mutual trust and commitment.
• Ability to Communicate proactively and in a timely manner to share information, persuade, and influence with the appropriate level of detail, tone, and opportunities for feedback.
• Ability to take ownership to help develop others’ skills, behaviors, and mindsets to help them maximize their workplace contributions.
• Ability to actively seek to build and retain a diverse workforce and fostering an equitable inclusive workplace by drawing upon diverse perspectives.
• Experience and willing to live in a remote area.
• Good command of French and English.
• Knowledge of local languages (Lingala, Pazande, Swahili) is an asset.