Finance & Administration Assistant at Lutheran World Relief

Job Description

• The Finance and Administration Assistant will provide administrative support to the Finance and Administration Manaer/Director.
• S/He will be responsible for preparing payment requests and packages, maintaining proper financial records, and liaising with the Finance and Administration Manager/Director in all stages of financial processes and reporting to ensure compliance with USDA and LWR policies and procedures.

Roles and Responsibilities
Finance:

• Assist in the management and reconciliation of advances ensuring that advances are received within the stipulated period with adequate supporting documentation.
• Provide technical assistance to partners, particularly that of CORE, and provide ongoing support and assistance.
• Carry out monitoring missions with the CORE partner.
• Assist with budget preparations.
• Assist with external and internal audit preparation and provide necessary assistance during the audit process.
• Filing accounting and administrative documents.
• Receive/verify invoices/payment requests and work with finance and Administration Manager for timely payments.
• Prepare bank and cashier vouchers and ensure that all vouchers are paid for and properly arranged.
• Maintain office petty cash as per Corus Procedures Manual and its supplement to West African Regional Officer.
• Assist in the review of financial reports, entry of financial information into Corus's accounting software and preparations for transmission of the financial report to the regional office as instructed by the supervisor.
• Enter in QB and classify in the day-to-day chronos the payment files made while creating the maximum security of the place of their storage.
• Participate in monthly closings: cost tables, bank reconciliations of all accounts, justification of balance sheet accounts and make all necessary entries for documented adjustments under the supervision of the Finance and Administration Manager.
• Perform all other duties related to his function.

Administration:

• Ensure the reception of visitors and manage telephone calls.
• Receive and register incoming and outgoing mail.
• Ensure the dispatching of mail after processing.
• Ensure the drafting, typing and transmission of letters, memos, outgoing mail, etc.
• Keep the agenda of internal and external meetings and meetings.
• Ensure the filing of documents according to the appropriate methodology.
• Organize the missions (mission order, hotel room reservation, ticketing).
• Collect the folds from partners and other offices while also ensuring shipments.
• Prepare calls for tenders in coordination with the applicant, receive bids and participate in the examination of files for the acquisition of goods and services.
• Receive and check the items delivered and sign the delivery slips.
• Prepare the inventory of material goods and equipment of the office and ensure the follow-up of any movement.
• Ensure the proper functioning of office equipment and equipment and ensure its maintenance and repair.
• Ensure the follow-up of the regular maintenance of the premises, the generator and the support services of cleaning and computer maintenance.
• Assist with updating insurance and other documents for the service car.
• Supervise the support staff (driver, security guards and the agent in charge of cleaning and shopping).
• Receive, check, process and pay the various payment requests received within 3 days while ensuring the correct coding in accordance with Corus's chart of accounts.
• Participate in partner monitoring missions using the appropriate reporting framework, prepare audit missions and provide them with all the bundles requested, reclassify all the documentation used by the auditors in the appropriate places in order to avoid any probable difficulty of not being able to locate the accounting packages again.

Educational Qualification & Experience

• Bachelor's Degree in Finance, Administration, and Accounting, Business Administration or a related field preferred.
• 3 - 5 years demonstrated experience in field finance and administration management.

Requirements:

• Commitment to the values of Corus and be able to model these values in dealings with colleagues and partners: accompaniment, gratitude, vocation, stewardship and innovation. Understanding and commitment to development and agriculture in Nigeria.
• Experience managing US government or other international donor project budgets and reports is essential.
• Understanding of accounting principles, accounting methods and bookkeeping techniques.
• Ability to manage budgets, financial accountability procedures and procurement documentation requirements.
• Understand and able to ensure the entire accounting process.
• Demonstrated ability to use analytical skills, meet deadlines, and work on multiple projects simultaneously is preferred.
• Experience in developing cross-cultural materials and information for promotional purposes.
• Strong community and cross-cultural skills.
• Excellent written and oral communication skills required.
• Knowledge of Microsoft Office software programs.
• Knowledge of visa procedures for international staff preferred.
• Ability to work independently as well as coordinate with teams.
• Energetic, organized team player with strong problem-solving skills.
• Computer literate, particularly with Microsoft software (Word, Excel, PowerPoint, …) Outlook, Internet Explorer.
• Experience in understanding and using accounting software (MIP, Quick books, Accpac).
• Analytical skills and organized with excellent time management skills.
• Previous employment in a non-profit, non-governmental organization that receives funding from multiple sources, preferably in an international setting, is strongly preferred.