Ongoing Recruitment at Learning Through Skills Acquisition Initiative - LETSAI

RESPONSIBILITIES/DUTIES

• Take care of locally purchased items and project materials from customs, process labor office clearances, procure local and international purchases, track assets, contact insurance companies regarding insurance for office assets, renew vehicles' licenses, arrange for vehicle maintenance, and monitor vehicle use.
• Organize and arrange meetings with different government representatives, other NGO representatives, and needed contacts for the organization, and other program members.
• Serve as a direct point of contact for staff and participants concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
• Manage all the facilities for conducting conference, meetings by providing the necessary equipment.
• Support logistics for all project activities.
• Supports and assist with all stages of the project activities, follow-up, coordination, obtain entry and exit visas for traveling visitors and employees, obtain work permits for international staff.
• Arrange and facilitate for visitors' transportation, their arrival and visas.
• Provide advice on destinations, accommodation, car rental programs and flights.
• Confirm bookings and notify staff of travel documents, luggage, insurance, medical insurance, visas, and currency requirements.
• Attend relevant logistics meetings and report back.
• Ensure timely reporting and reconciliation of credit card and prepaid travel accounts.
• Oversee customer based queues and plan and allocate tasks to meet configuration requirements
• Responsible for tracking, receiving, and stocking all items ordered.
• Ensure materials are appropriately stored.
• Provide a list of all office equipment either in store or office with proper number tagging and coding.
• Manage and maintain inventory to operating levels to avoid supply
• Manage the repair of equipment.
• Responsible for supervising and accounting for an inventory.
• Carry out annual property inventory and provide other report in his area of responsibility.
• Greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner.
• Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• Occasionally traveling off-site to deliver reports or files to other departments.
• Ensuring the confidentiality and security of files and filing systems
• Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information. 
• Operating copy equipment, fax machines, printers or other equipment necessary.
• Carry out packing, crating, and warehousing, and storage duties in preparation for site-specific program and shipment.
• Maintaining physical and digital personnel records like employment contracts and PTO requests.
• Update internal databases with new hire information.
• Create and distribute guidelines and FAQ documents about company policies.
• Gather payroll data like bank accounts and working days.
• Publish and remove job ads.
• Schedule job interviews and contact candidates as needed.
• Prepare reports and presentations on HR-related metrics like total number of hires by department.
• Develop training and onboarding material.
• Respond to employees’ questions about benefits (for example, number of vacation days they’re eligible for).

REQUIREMENTS

• Work experience as an Admin/procurement Officer, HR Administrative Assistant or similar role.
• Familiarity with Human Resources Information Systems (HRIS)
• Basic knowledge of labor legislation
• Experience using spreadsheets
• Organizational skills.
• Good verbal and written communication skills.
• BSc in Human Resources Management or relevant field in social sciences

go to method of application »

General Role Summary

• The Finance Officer works in collaboration with other finance staff to support the Head of Finance/Finance Manager to ensure that LETSAI operates within a healthy financial environment and meets all of its obligations and accountabilities on time.
• The position holder supports to establish, operate, and maintain good financial systems and controls.
• In addition, he/she supports the conduct and management of audits, prepares donor and operational budgets, and facilitates procurements processes.
• The Finance Officer is responsible for the day-to-day management of financial transactions and procedures in line with organizational and Donor policies and principles.

Essential Job Accountabilities

General accounting

• In collaboration with other finance, Admin and Programme staff ensure that accurate records for all daily transactions are kept in the right format and place.
• Prepare balance sheets and other reports as may be required.
• Process invoices in support of payments as may be required.
• Review/record accounts payable and accounts receivable in line with organizational policies, and accounting standards.
• Ensure that the financial system is always up to date with financial data.
• Manage petty cash
• Perform any other accounting duty that may arise from time to time.

Banking

• Ensure that all banking transactions are done on time with very minimum risk and in line with organisational and donor policies.
• In collaboration with other finance staff, support the Finance Manager and the Executive Director to reconcile bank statements.
• Work with programme team to prepare all budgets that may be required.
• Ensure that petty cash is managed in line with organisational policies and practices.
•  Auditing, Financial Management and Reporting
• Support the preparation of month end/quarterly financial reports.
• Support both the conduct and management of internal and external audit processes.
• Provide support to the Head of Finance/Finance Manager to implement all audit recommendations.
• Prepare and submit monthly management and donor reports to Senior Management Team(SMT) Grant Management and Compliance.
• Support the Operations team to meet programme management requirements.
• Enforce compliance with national, organisational and donor conditions as applicable
• In collaboration with the Operations team, support the effective management of grants by ensuring that all grant conditions (including procurement, reporting and extensions) are met.
• In collaboration with the operations team, ensure that routine grant monitoring mechanisms (like monthly and quarterly budget meetings) are held and actions  implemented.
• Ensure documentation and filing of project activities are done in compliance with
• Organisation and donor policies and procedures.
• Support in forecast preparation and Management

Required Skills, Knowledge & Qualifications

Essential

• A degree in Finance, Accounting or Economics with at least two years of post-qualification experience.
• A professional qualification such as ACA, CNA, or any other foreign qualification like ACCA, CIMA is an added advantage
• A solid knowledge of financial and accounting procedures
• Experience in using financial software like QuickBooks, ProMIS etc
• Advanced MS Excel skills
• Knowledge of financial and tax regulations
• Excellent analytical and numerical skills
• Strong ethics, with an ability to manage confidential data.

Desirable

• Honesty and integrity are desired attributes in this role.
• Multitasking and ability to work under pressure.