Coordinating financial accounting and general office services for the project jointly funded by Mondelez International and DFID. S\he will report to and work closely with the Project Manager.
The F&A Officer will assist the Project Manager to oversee, track and report against all financial management and tracking of the projects. The position requires initiative and exercise of independent judgment to solve finance, accounting and office administration related problems while maintaining a high level of integrity, transparency and accountability in all financial reporting.
The Finance & Administration Officer will be responsible for maintaining Fairtrade Africa’s financial integrity, preparing all financial reports efficiently and in accordance with generally accepted accounting principles (GAAP), local government regulations, Fairtrade policies and procedures, and donor requirement.
These responsibilities include the management of the accounts of the project and coordinating with Fairtrade Africa Secretariat offices in Nairobi and UK accounting staff and FTA-WAN Operations Manager. This includes ensuring project staff follow the procedures, and donor requirements, including the policies for procurement of goods and services.
He/she will also be responsible for ensuring the project adheres to local laws regarding contracts, payments, payroll, taxes, and local reporting requirements.
KEY DUTIES AND RESPONSIBILITIES:
Financial:
• Manage all financial and accounting aspects of the projects;
• Ensure departments and project staff comply with all donor rules, regulations, and award conditions to ensure funds are used for the intended purpose.
• Prepare and process all accounting transactions such as disbursement, cash receipts, journal entries and advances which are in accordance with donor requirements and Fairtrade finance and accounting policies and procedures;
• Prepare monthly and Quarterly program financial reports for the projects and monitor project budgets to avoid under or over spending;
• Contribute towards review of project budgets and annual budget forecasts guided by donor requirements as well as internal guidelines.
• Maintain bank, cash, and checkbook records;
• Post and review all expenditures and transactions in Oracle, according to programme and projects budgets codes and FTA’s internal financial procedures;
• Support relevant sub grantees in the implementation of their activities in accordance with donor rules and standards;
• Prepare funding requests and submit to Fairtrade Africa Nairobi office;
• Review funding requests from subcontractors by ensuring that they are in line with agreed forecasts, workplans and contract. Ensure that the subcontractors are paid in time
• Ensure that designated project manager and project staff understand the financial requirements of the project by providing training and support
• Schedule and contribute to monthly project budget review meetings with Grants manager & project manager to monitor budget utilization, project implementation progress and escalating any issues as need arises
• Implementing sound internal control practices on the project in accordance with FTA policies and donor requirement
• Support FTA finance team in month end closure and annual audits.
Administration:
• Responsible for procurement of goods and services for the project in liason with the Operations Manager
• Responsible for drafting service providers’ contracts and keeping track of lapse dates.
• Creating and maintaining a user friendly and comprehensive filing system for the project in line with FTA filing system.
• Setting up an infrastructure and equipment inventory (asset register) for the office
• Assisting in maintaining and streamlining medical and human resource records for the local staff
• Ensuring office compliance with all Ghanaian legal requirements and donor requirements.
• Assisting with annual audit as required.
Qualifications:
• A Bachelor’s level degree required in finance, business administration.
Relevant Experience and Skills:
• 3-5 years of relevant professional experience in a similar role in INGO development sector
• Experience in financial management systems, (i.e. QuickBooks, Oracle, e.t.c)
• Familiarity with Microsoft Suite (Excel, Outlook, Word)
• Experience managing Grants, particularly under DFID regulations;
• Demonstrated skills in managing project-based logistics
• Organized, detail-oriented and able to multi-task to meet deadlines;
• Flexible, self-motivated and able to work with little supervision;
• Strong interpersonal skills and ability, problem solving, conflict and ethical management skills;
• Fluency in English is required;
• Excellent written and oral communication skills.
How to apply
An application form (CVs will not be accepted) can be found on the jobs and volunteering page of our website: https://fairtradeafrica.net/vacancies-2/
If you have any queries, please e-mail recruitmentwestafrica@fairtradeafrica.net or call +254 202721930 or +254 704180169 and ask to speak to a member of the HR team.
Qualified applicants will be subjected to background checks as a pre-condition of employment.
Completed applications should be saved in the applicant’s name and the position (Finance & Administration Officer) and be e-mailed to recruitmentwestafrica@fairtradeafrica.net
All applicants should state how they meet essential requirements of the post and include their email address, telephone contacts and three referees with contact details on the application form.
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED.