Finance & Administration Officer at LEAP Africa

Core Functions/Responsibilities

• Assist in the finance and budget activities of the office including assisting in preparation of annual budget submission and revisions by estimating the cost of staff as well as rental and utilities, office equipment and supplies, printing, and other contracts, services or running expenses, to include in the budget.
• Verify all expense claims to certify correctness and ensure that all appropriate supporting documents have been provided.
• Upon request, extracts monthly financial reports of all active projects from the accounting/financial system.
• Ensuring that all cash and cheque payment requests are duly completed, certified and approved by authorized staff and all necessary supporting documents are provided before payment is done.
• Performing treasury transactions in the accounting, monitoring the documentation and assuring its completeness in compliance with LEAP Africa’s and donors’ accounting procedures.
• Maintaining filing system for vouchers and all financial instructions/guidelines issued and filing system and ensuring the documentation is regularly updated
• Maintenance of an effective banking system including preparing monthly bank reconciliation
• General management of the office; ensure regular supply of power, water; ensure timely supply and adequacy of office supplies e.g. stationery, ink, paper; proper maintenance and safety of office.
• Proper maintenance of office files including client, accounting and contract files (ease of retrieving information).
• Oversees the operation of office accounts, planning and monitoring of expenditure, liaising with vendors (obtain best pricing for good quality at all times)
• Efficient coordination of staff use of the office vehicle
• Responsible for the sale of LEAP books, periodic visits to bookstores, and efficient stock management plan for LEAP’s books.
• Perform administrative and strategic HR functions including: Coordinate submission of relevant documents by all new employees, Proper filing of staff employment documents, ensure staff files are updated, Maintenance of records related to vacations, sick leave, grievances and other staff matters, determine staff training needs and organize relevant trainings for staff.

Required Skills/Competencies
Behavioural:

• Takes responsibility and manages constructive criticism;
• Works effectively with all stakeholders;
• Is committed to continuous personal development
• Takes initiative and drives high levels of performance.
• Plans work, anticipates risks, and sets goals within area of responsibility;
• Displays mastery of subject matter;
• Is an effective team player.
• Communicates effectively both verbally and in writing
• Excellent attention to detail

Technical:

• Develops / follows internal control procedures to prevent fraud and mismanagement.
• Ensures application of institutional financial policies and guidelines.
• Advocates incorporation of financial considerations into processes and procedures.
• Effectively applies knowledge of IOM policies and procedures in execution of responsibilities at appropriate level.
• Proficiency in computer skills, especially in MS Office products (Excel, Outlook, Word etc.).

Qualifications and experience:

• University degree from an accredited academic institution in Accounting, Finance or Business Administration
• Three years of relevant experience in similar role.
• Knowledge of IFRS and prior experience in use of quick books and ERP software desirable.
• Experience in an office Admin. role.
• Experience working for an NGO will be an added advantage.