Location: YUMBE Travel: YES

Job Purpose:

The Accounts and Admin Assistant shall be administratively responsible to the Project Manager but shall be functionally responsible to the Finance Officer. He/she will be in charge of supporting the daily operation of the project activities, keeping records and making sure that financial procedures and allocation are made for the project operations.

Key Result Areas

Roles and responsibilities

1. Planning & Budgeting

• Assist in the preparation of annual accounts records and annual budget.
• Participate in Developing Administration annual budgets and work plans;
• Collect interim budgets/requisitions from various staff officers;
• Disseminate work plan and daily activity for the team;
• Prepare and submit monthly budgets and expenditure memos for approval;
• Prepare, maintain and manage general ledger accounting.

2. Office management

• Facilitate, organize transport and oversee the schedule of the BfA van and Driver(s);
• Prepare and disseminate any internal and external communication via letters, phone calls, SMS or email and by updating the bulletin board with notices of events, meetings, etc., keeping a binder of all internal communications, including notices, etc.;
• Manage the letter reference Database
• Ensures reception ambience is maintained and inspects all offices to be clean and tidy;
• Attends to all incoming visitors and directs them to the right office;
• Reminds key offices of their appointments and incoming visitors;
• Inspects compound and other organisation facilities to ensure cleanliness is maintained;
• Monitors the pantry and kitchen supplies to maintain replenishment levels;
• Regularly check the Organization Calendar for events and allow time for planning;
• Ensure minute-taking at Staff Meetings including filling of the same.
• Make arrangement for on-site meetings or events, such as ordering food, ensuring needed equipment is available, etc.;
• Ensure the office space is in good working order and make arrangements for repairs and maintenance as required;

3. Bookkeeping/Management of source documents

• Enforce Administration procedures such as instrument movement forms, workshop logs, assets etc.
• Train staff on Administration Guidelines and Procedures
• Receive and record all incoming documents, correspondences, and other receivables;
• Dispatch all incoming documents & correspondences to the right offices;
• Ensures all source/supporting documents are availed before transaction processing;
• File all documents in their corresponding document files/ cabins;
• Manage office expenditures within the budgetary limits.
• Maintain, manage and update records of all inventories purchased.
• Maintain, manage and record day-to-day transactions in the accounting system (Quick books)
• Perform reconciliation of banking/Beyonic transactions.
• Prepare various financial statements and records periodically.
• Recording and filing transactions.
• Processing expense requests for the Project Manager to approve.
• Enter and code financial transactions appropriately according to the approved chart of accounts
• Track expenses as they relate to specific project activities

4. Procurement & Inventory Management

• Order bulk printing of materials, such as music, M&E forms, Accounting Books, etc. from select vendors on behalf of the departments;
• Oversee ongoing auditing of the instrument inventory and placement of instruments, including confirming the database of all BfA instruments on-site and at outreaches is accurate;
• Coordinates and manages the procurement of goods, works and services on time;
• Prepares local purchase orders;
• Develops and maintains good supplier relations;
• Carries out research in liaison with the manager of the unit and evaluates prospective suppliers;
• Acts as an interface between suppliers and other relevant departments on purchasing processes and new projects and activities;
• Undertakes annual vendor ratings and appraises supplier performance;
• Undertakes periodic pre-qualifications and maintains an updated database of pre-qualified suppliers and Service providers;
• Working with Vendors to ensure the company is getting the best product quality and prices;
• Process department requisitions and submit them to the supervisor for approval;

5. Project coordination

• Communicate with project staff regarding any delays in operability/suppliers etc.;
• Communicate with project staff about any scheduled meetings or activities, such as Exchange Days;
• Respond to office needs of temporary staff;
• Ensure project consumables/ items are delivered timely;

6. Compliance & Reporting

• Ensure adherence to standards, policies, and procedures in all operation processes;
• Enforce compliance at all levels you provide oversight;
• Prepare and submit periodic administration reports;

Perform any other duties as may be assigned by the Board from time to time.

Key Performance Indicators (KPIs):

1. % Compliance rate
2. % of budget vs Actual
3. % inventory levels maintenance
4. Quality of Employee Experience
5. % Overall Efficiency of the procurement process
6. % Quality of stakeholder relations
7. Efficiency & cost minimization

Experience & Qualification:

• 2 years’ experience working in the accounting or administration of a reputable organization;
• A bachelor’s degree in Business Administration, or social work, Bachelor of Accounting and Finance, Human resource management or a similar field.

Job Personal Specifications and Desired Competencies:

• Excellent analysis and communication skills
• Honesty and Integrity
• Strong attention to detail
• Ability to organize, Multitask and delegate to complete tasks efficiently;
• Proficient oral and written communication skills;
• Team building and conflict management skills;
• Human relations skills;
• Good leadership and supervisory skills;