Job Openings at Development Exchange Centre (DEC)

Background

• As part of its strategy and supported by Bread for the World-Germany (BftW), DEC will be implementing a 42-month project- “Small Scale Project Fund for Community Based Organizations (CBOs)”- with an overall goal of enhancing local organization’s capacities for sustainable development.
• The project aims to support CBOs by strengthening their systems and structures for organizational development, growth and sustainability; and support existing formal and informal CBOs working in selected sectors to implement their self-determined projects by providing technical and material resources.

Job Summary

• We are looking for an office assistant to take care of our office space and carry out cleaning, maintenance, and secretarial duties.
• S/he will ensure the cleanliness and safety of the office area and environment.
• S/he will also provide support for basic administration management, such as procurement and purchases.

Essential Job Responsibilities

• Perform administration and secretarial functions.
• Receive partners, guests and attend to them.
• Assist in preparing for meetings (setting up venue, accommodation, and other required logistics).
• Document and file minutes of meetings.
• Perform general cleaning functions including removal of cobwebs as required and maintenance of the whole office.
• Maintain and clean all cleaning equipment utilized.
• Accountable for all equipment and consumables entrusted to him/her.
• Be willing to take on new roles and tasks as needed and assigned.
• Notify the DEC-Admin Officer of occurring deficiencies or needs for repairs.
• Dust furniture, equipment, partitions, walls, windows etc. daily and weekly.
• Clean and disinfect sink, countertops, doors, floors, toilets, mirrors, tables, chairs, refrigerators, microwaves etc. in restrooms, offices, and kitchenette regularly.
• Sweep, mop, and/or hand scrub floors using brooms, mop daily.
• Empty trash cans and recyclables into disposal areas.
• Ensure adequate supplies within the facility.
• Replenish supplies in restrooms and kitchenette.
• Assist in the procurement process.
• Ensure timely purchase of supplies needed at the office.
• Identify, monitor, and report potential safety or maintenance issues and communicate them to the Administration Officer immediately.
• Comply with all safety policies and procedures relating to performance tasks, use of products and supplies.
• Early arrival to work to perform services to established standards and ensure office facility is locked and secured daily after work.
• Any other general administrative duties as will be assigned.

Qualifications

• Minimum of OND / NCE.
• Minimum of 1 year in a related role.
• Basic knowledge of administrative processes.
• Basic computer knowledge/literacy (Microsoft Office, email, etc).
• Ability to communicate (speak, listen, read & write) in English language is required for this role.
• Agility and Stamina to work long hours.
• Smart, Neat with good communication skills.
• Ability to work flexible hours.
• Advanced knowledge of cleaning processes.
• Well-organized.
• Ability to work successfully in a cross-cultural, team-based environment.

General Specification:

This includes and not limited to:

• Punctuality.
• Good team player.
• Proactive; flexible approach to change.
• Client-focused; attention to detail.
• Professional approach.
• Enthusiasm for the role.

Others:

• Be honest and trustworthy.
• Be respectful.
• Possess cultural awareness and sensitivity.
• Be flexible.
• Demonstrate sound work ethics.

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Job Summary

• The Finance Assistant works under the guidance and supervision of the Finance Officer
• Key roles are project financial Management,
• Monitoring and reporting and
• Grants Management.

Essential Job Responsibilities
Finance:

• Processing all financial transactions of the DEC-SSPF project.
• Accountable for all financial operations of the project, including accounting and reporting, cash management, and budget management.
• Manage financial operations of DEC-SSPF project.
• Provide monthly management reports to the SSPF Team and DEC management, including expenditures by Central Project Holder (DEC), sub-grantee reporting and other financial information, in a timely and accurate manner.
• Ensure that the project financial operations comply with all DEC and donor policies and procedures.
• Ensure that monthly transactions are reviewed and entered in the General Ledger accurately and on a timely basis.
• Assist with monthly review and reconciliations of staff advances and other SSPF-related expenditures.
• Review payment documents and other supporting documents ensuring their compliance with the local laws, DEC-SSPF policies and donor regulations.
• Review and track expenses and proper documentation as per DEC procedures and donor requirements for record-keeping and accountancy.

Grant Management:

• Assist in coordinating and the management of sub-grant agreements and financial management of DEC-SSPF sub-grants.
• Responsible for the processing of sub-grants and issuance of payments, transfers.
• Oversee pre-award and post-award activities including asset control, timely reporting, and contract fulfilment to check against payment.
• Work with the SSPF Project Team to verify & track budget and expenditures vis-a-vis sub-grant awards and ensure proper reporting, documentation and overall deliverables are reviewed by Senior Management and signed-off on prior to issuance of payment.
• Ensure consistency across sub-grantees on basic provisions and highlight issues that could be viewed as bias or discrepancies.
• Provide regular reports on SSPF issues, and recommendations that need to be considered for operational adjustment.
• Coordinate SSPF expenditure verification and project audits.
• Other financial and sub-grant tasks as required.

Monitoring & Evaluation (M&E) AND Reporting:

• Work with the SSPF Project Manager, M&E, and finance team members to ensure that deliverables are aligned with objectives and that financial milestones are proportionate to programmed milestones.
• Provide financial perspective in management and decision-making to enhance DEC’S adaptive management.

Program Support Operations:

• Ensure that SSPF financial systems are efficient and are based on smooth-running infrastructure that facilitates timely and efficient program implementation.
• Provide regular review of field operations to ensure cost-effectiveness

Accountability to Beneficiaries:

• DEC team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs, donor requirements, DEC's policies, procedures, and values always.

Knowledge and Experience

• A Bachelor's Degree / HND or its equivalent in Business Administration, Finance, Economics or any relevant field, advanced degree preferred. Professional accounting certification is desirable.
• 2-3 years of demonstrated professional experience managing grants, subcontracts, procurement and compliance with donor regulations, preferably donor-funded projects.
• Strong accounting skills and experience in the management of the general ledger, journal entries, payables, and balance sheet.
• Proven abilities in analytical, excel, Accounting Software and reporting skills.
• Grants Administration Knowledge and application of best practices in grant management.
• Demonstrated knowledge of financial and management systems, regulations, and reporting requirements.
• Evidence of ability to be creative and flexible within those requirements.
• Analytical capabilities with accounting procedures and processes for structuring projects.
• Ability to manage and communicate technical, budgetary and program details to staff, grantees, and applicants.
• Ability to design and implement effective workflow processes and procedures.
• Capability to foster an atmosphere which recognizes and respects cultural and individual differences.