Finance, Admin & Program Intern Volunteer at Ryan's Aid Foundation

Objective

• We are seeking a Finance, Administrative and Program Support Intern, who will provide support to the Program, Administration and communication Officer to ensure smooth Administrative and effective maintenance of the RAF Office and premises while providing support to the Project team in Sokoto state. RAF has established a permanent presence in Sokoto state as an operational base and implementing projects with activities that include capacity building, dialogues, peace architecture, media programming, participatory theatre, and collaborative joint activities.

Roles and Responsibilities – Finance

• Compile vendor payment list, ensure all documentation are complete before sharing list with Enterprise Manager for initiation
• Prepare approval memos for all operations expenses
• Process payment of expenses, including per diem and transport to participants during activities in the field
• Maintain accounting files
• Prepare bank reconciliation monthly
• Manage the equipment & stationery inventory database for the offices (Sokoto & Abuja)
• Support logistic for travels, special events, programs and activities
• Track and following up on outstanding advances and ensure timely reconciliation.
• Assist in gathering /photocopying of documentations for monthly payment of volunteers
• Assist in providing support during seminars, workshops, etc.
• Assist in periodic verification of physical inventory
• Coordinate the receipt of orders into the store
• Coordinate birthday felicitation for staff and Leadership council members
• Assist in receiving items from vendors and update inventory records where applicable
• Manage vendor registration, accreditation & verification processes
• Ensuretheofficefacilityisproperlymaintainedforgoodworkenvironment
• Execute any other duties shall be assigned from time to time commensurate with the level and nature of the post.

Roles and Responsibilities – Admin and Logistics Support

• Monthly stock recording and ensuring adequate stock supplies around the office as needed
• Receiving and reviewing correspondence to the office
• Maintaining office filing and storage systems
• Following up on hotel booking hotels and making travel arrangements for participants & staff.
• Provision of information to the staff on travel including travel route and hotel arrangements;
• Assist with conference room scheduling and maintenance, including setting up of tables and chairs for meetings.
• General administrative tasks like filing, scanning, photocopying, and answering phones.
• Welcome guests and visitors at the reception.
• Keep a tab of the clock in-and-out book.
• Identify key administrative and housekeeping challenges and raise the challenge with the supervisor.
• Ensure that office equipment is kept in good condition.
• Support in the management of petty cash.
• Work closely with vendors during general maintenance of office equipment.
• Coordinate package delivery and pickup.
• Carry out terrorist checks

Roles and Responsibilities – Program Support

• Provide support to the project team in the implementation of RAF’s activities in the related project State.
• Organize and participate in workshops, needs assessments, consultations, and planning sessions, and provide technical inputs as necessary.
• Develop relations with partners and work towards the enhancement of the project
• Support in the organization and implementation of activities; assistance in the design and delivery of training and other support activities.
• Contribute to effective communication and reporting on project activities in the field.
• Provide inputs for periodic technical reviews and manage changes in program direction and focus; project monitoring, evaluation, accountability & learning, etc.
• Conduct frequent supervision and monitoring visits to project areas and identify any issues needing attention related to implementation, compliance, and program quality standards.
• Work closely with the RAF team for the implementation of learning and recommendations from external or internal reviews and feedback.
• Work with the project team to develop a detailed costed work plan at the start of the project and ensure monthly updates are made to the output databases.
• In consultation with the Project Manager, represent RAF at meetings, seminars, coordination fora, and other events.
• Ensure good collaboration and working relationships with the government and other relevant partners.
• Create appropriate links, working procedures, and information sharing with key stakeholders
• Ensure project reports are produced on time and to a high standard.
• Provide brief updates (bi-weekly or weekly) to the Project Manager and members as the case may be.
• Report any new developments, problems, and challenges encountered in implementation promptly.
• Fulfill any additional assignment as deemed necessary by the project team.

Behavioural Competencies

• Demonstrate integrity and promote RAF values and ethical standards;
• Promote the vision, mission, and strategic objectives of RAF.
• Demonstrate capacity to adapt to a multicultural context, and tolerance and respect to issues related to gender, religion, race, and nationality.
• Treats all people fairly without favoritism and solves problems in collaborative ways.

Technical and Core Competencies

• Communications
• Time Management
• Computer Literacy (e.g Excel spreadsheets, or comparable software and basic accounting software)
• Teamwork
• Adaptability
• Flexibility

Required Qualifications & Experiences

• Bachelor’s degree or Higher National Diploma in Accounting or equivalent with a good knowledge of admin and finance functions.
• Minimum of a (1) year of work experience as an Office Assistant or similar experience
• Highly organized and systematic with excellent attention to detail.
• Excellent interpersonal and communication skills, both written and oral.
• Excellent cross-cultural communication and working skills, enjoys a multicultural work environment;
• Success Indicators?
• Ability to perform minor administrative tasks
• Ability to accomplish tasks with minimal supervision
• Ability to perform daily routine to ensure detailed filling and archiving of assets and documents
• Ability to perform general duties including logistics support.
• Ability to stock and label office supplies and keep proper stock records to ensure ample supply to carry out duties.