Assistant Finance & Administration 19 views0 applications

JOB SUMMARY :

Handles petty cash, undertakes financial collection and disbursement functions, deposits collections at the bank, collects bank statements, advises, check books, delivery to banks of correspondences, inspects, receives and issues fixed and consumable assets, maintains complete financial and property documents and submits to Finance division with complete and accuracy. Assisting the immediate supervisor in Planning, organizing, coordinating and controlling the human resource and logistics functions, ensures that complete personnel files are maintained, and the manpower of the assigned areas are effectively and reasonably utilized, ensures the availability of the necessary office materials and equipment, undertake and process procurement, maintain proper inventory, control the use of vehicles, ensure that office facilities, utilities and services are available.

1. Assisting his/her immediate supervisor in Planning, organizing, coordinating and controlling, property administration, office services of the MHSRH Clinic;
2. Follow-up, monitor and lead the personnel matters such as recruitment, employment, promotion, training, transfer, release, disciplinary issues, etc. in accordance with the personnel manual;
3. Ensure that all personnel fringe benefits are fulfilled and provided at the proper time;
4. Organize and maintain complete personnel files, update timely, and ensure their security;
5. Ensure that personnel performances are evaluated on the basis of the evaluation criteria set up in the personnel administration manual, maintain same in the respective employee file;
6. Ensure that office supplies, materials, equipment, etc. are available in sufficient quantity, establish safety stock and reorder level, initiate purchase in line with the property administration policy;
7. Register all fixed assets at all levels, give unique code and ensure effective and economic use of them for the purpose of the organization;
8. Ensure timely repair and maintenance of damaged fixed assets, discard obsolete and outdated ones by sale or otherwise in consultation with the immediate supervisor;
9. Follow up and ensure timely maintenance, servicing and inspection of vehicles to ensure long and effective use of the vehicles;
10. Ensure that office utilities and services such as telephone, electricity, water, and sanitation are fulfilled and available, that bills are timely settled to ensure sustainable availability of the services;
11. Ensure the maintenance of complete inventory of fixed and consumable assets, follow up and expedite the timely taking of inventories;
12. Set up depreciation system and implement as per the established depreciation procedure and methods keep updated record of fixed asset values and make available for financial statement;
13. Ensure that all the necessary supplies stationery materials, equipment, furniture, etc. are available for the Center or Clinic, assist them in making material acquisition when needed, ensure and control their effective and economic use;
14. Keeps petty cash to ensure that cash is available on hand for payments that would not require the issuance of check, prepares petty cash report for timely replenishment of the petty cash;
15. Follow up and ensure that payments are prepared and effected timely in regard of periodic and monthly obligations such as payroll income tax remittances, office rent, utility fees, other withholdings, etc.
16. Checks the accuracy of bills, invoices, receipts, payment evidences, etc, and maintains their safety until they are handed over to accounting section.
17. Collect bank statements, bank credit and debit advise, checkbooks, and related documents and notifications originating from banks, and delivers correspondences to banks.
18. Prepare collection and payment summary at the end of each day, and rectify accuracy of the balance with cash on hand,
19. Inspects and receives purchased or donated materials by issuing goods receiving note (GRN) checking the quality and quantity of the goods, store in a safe place.
20. Maintain up-to day Financial performance report for all program as well as support related activities as per APB;
21. Maintain Cash receipt, Voutures, and payment slips of the work-unit and collects cash collections and timely deposit as per the Financial Management Manual with due care, accuracy and timely;
22. Handle properly Petty cash of the work unit and settle with proper financial documentation and replenished accordingly for smooth program performances;
23. Provide all the requested financial documents under his/her responsibility when required for cash on hand inspection/count by an authorized person;
24. Makes available all documents for regular control and submit monthly Financial Reports to the Area Office and immediate supervisor;
25. Perform other related activities as and when instructed by immediate supervisor.

A. Education : BA/ C. Diploma in Accounting, Finance, Management

B. Work Experience : 2 yrs/5yrs

C. Skills :

• Think strategically,good leadership quality with analytical bent of mind; Good team player and team builder;
  • Interest and demonstrate potential strong quantitative and qualitative analysis skills, with proven ability to work with financial software packages, such as Sun System, Peach-tree,;
• Strong analytical skill with qualitative aptitude and quantitative aptitude, excellent numbering and statistical skills, cost-consciousness and strong problem-solving and auditing skills,
• Advice on appropriate area of improvement, ability to design new way of doing business in order to ensure adherence to standard requirements; ability to make logical and timely decisions ;
  • Excellent report writing and communication skills;
  • Other Computer Proficiency in MS word, EXCEL, MS-Access & SQL etc;

D. General :

• Good team player and willingness to work extra hours;
• Energetic and enthusiastic approach to work and willingness for frequent travel to field Offices and project areas;

E. Personality :

• Supportive and ethical;
  • Pleasant and polite attitude at all times; ability to reflect the professional standards;
  • Ability to act as part of multi-cultural and multi-disciplinary team;
  • Dynamic and highly self -motivated;
  • Excellent communicator at all levels;
  • Able to work with minimal supervision and ability to withstand pressure

F. Attitude and Values:

• Working knowledge of IPPF and FGAE policies and guidelines and donor requirements;
• Sound knowledge of the Governmental legislatures, Tax laws and CSA requirements;
• A belief in the potential of all people to succeed if given the right support;
• Willingness to multi-task and work on own initiative;
• Supportive attitude to working with HIV/AIDS affected Community;
• Supportive attitude and committed to client’s rights to access to comprehensive and quality SRH Service including Comprehensive Abortion Care (CAC) ;

1. As an absolute condition of employment, employee of holding this job is required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form while on the job.

2. The statements contained in this job description reflect general details as necessary to describe the principal job profiles i.e functions, the level of knowledge and skill typically required and the scope of this job of responsibility. It should not be considered an all-inclusive listing of work requirements. The individual may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

3. Following an offer of employment and prior to starting work, the individual may be required to have a pre-employment physical examination by a physician designated by the Association. The Association will pay for the examination fee. Satisfactory health clearance and fit to perform essential job functions will be required for employment.