Finance & Administrative Assistant at Family Health International

Basic Function:

• Under the direction of the Finance Manager, the Finance and Administrative Assistant will be responsible for the provision of accounting, administrative, and logistical support services to the State and Field offices.

Duties and responsibilities:

• Prepare monthly financial report forms which accompany executed sub project documents.
• Prepare monthly reporting/ budgets, petty cash reports, data entry into excel spreadsheets and automated MIS reports and disseminate information to country office.
• Assists the Finance Manager/Field Coordinator in arranging travel logistics for field office staff, consultants and training participants including reservations and where required, arranging airport and hotel pick-ups. Handles all photocopying assignments, development and printing of photographs including for the State and Field Offices Assists the Finance Manager/field coordinator in the provision of logistic support for workshops and trainings.
• Assists the Finance Manager/Field coordinator in the maintenance of an efficient records/storage of all office supplies.
• Serves as point of contact for logistical and administrative needs in the State /Field Office. Coordinates all administrative and secretarial support services for the State/Field office (as relevant). Records minutes of staff meetings and circulates same amongst the staff of the State/Field Office.
• Assists with production of presentation materials for staff member both at State/Field Offices Receives/sends correspondence, keeps fax log and any correspondence.
• Ensure the accurate keeping of all books of account for the state offices, including checking account, equipment and supply registers and all accounting records.
• All Filing/stamping /scanning and archiving of Daily/monthly finance files will be performed as necessary for retrievals/audit.
• Participate in all monthly
• Finance Reviews as may be required.
• Ensure accurate preparation of Community Volunteer payment schedules/timesheet and other detail Reviews on VMS and ensure all payments reach the beneficiaries as at when due.
• Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment. Performs any other duties as assigned.
• This will cover other role missing.

Knowledge, skills, and attributes:

• Knowledge of general office practices and administrative procedures.
• Report to supervisor on variances and status on regular basis.
• Resourceful in gathering and providing information.
• Knowledge of petty cash management, budget preparation & monitoring and Volunteer Management System
• Excellent written, oral, interpersonal and organization skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
• Well-developed computer skills, including knowledge of Microsoft office products.

Qualifications and requirements:

• University degree in Accounting, Finance or Business Administration with at least 3 years’ experience in a related position.
• Experience in administrative and secretarial skills is an added advantage.
• Experience with large complex organization is required, familiarity with international NGOs preferred
• Sound accounting skills & principles desired.