Finance & Administrative Assistant 319 views0 applications

Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with a disability.

FUNCTION

The Finance & Administrative Assistant, under the guidance of the Finance Manager (FM), has the responsibility for the following key areas: Assist in the delivery of financial management functions, maintaining financial administrative systems, and keeping adequate, complete and accessible records,  provide administrative support to the organization, assist in controlling the Budget.  Reviewing budgets and ensuring appropriate systems and support mechanisms are in place to track, analyze and report on results. The staff shall work with projects located in 2 districts of Midlands Province.

ESSENTIAL CHARACTER TRAITS

Commitment to accuracy and attention to details, respectful, flexible and trustworthy, self-motivated, result-oriented and an individual with high integrity and accountability.

RESPONSIBILITIES AND DELIVERABLES

Project Financial Management (40%)

• Analyse expenses and present financial reports monthly to the Finance Manager.
• Record transactions.
• Ensure authenticity of receipts.
• In conjunction with Project team undertake a monthly analysis of variance and activities and present to the Finance Manager.
• Assist the Finance Manager and project staff in monthly explanations of variances in line with approved budgets.
• Review project and staff payment requests to ensure sound financial management and adherence to Heifer finance policy.
• Monitor the project petty cash imp rest in line with cash management controls.

DELIVERABLE

• Monthly financial reports developed and presented.
• On a monthly basis, collaborate with Project team to review and present financial analysis and activities of variance reports as appropriate.
• Continuously ensure compliance with global procurement policies and procedures.
• Petty cash managed and reported monthly.
• Annual budgets developed.

Monitoring of Project Budgets (30%)

• Monthly and quarterly monitoring of burnt rates against both Heifer and the donor project budgets to ensure efficient and effective management of all financial activities as planned in project forecast.
• Undertake at least quarterly support visits to review, audit and assess the financial management of project funds by a project supported businesses and advise how to keep books of accounts.

DELIVERABLE

• Project budget monitored monthly, and reports prepared every 10th of the next month.
• Monthly reporting and budget analysis meetings held with Finance Manager.
• Quarterly assessment reports of financial management systems for project supported businesses produced.

Administrative and Secretarial Support (25%)

• Maintain stock and associated records of its management.
• In cases of suppliers, ensure that the relevant procurement processes are always adhered to.

DELIVERABLE

• Suppliers records maintained, and relationships managed continuously.
• All relevant documentation for each project filed immediately upon receipt.
• Daily administrative support provided to the team.

May perform other job-related duties as assigned by the Project Manager (5%)

DELIVERABLE

• As assigned by the supervisor.

Required Experience

Minimum Requirements

• Bachelor’s Degree in Accounting, Finance, Economics, Business Administration, Higher National Diploma in Accountancy, professional qualification such as CIS, ACCA
• Strong working knowledge of spreadsheets (Excel)
• 2 years’ experience in related field

Preferred Requirements

• A professional qualification such as ICSA (previously CIS)
• At least 2 years experience in managing finance and administration in the non-governmental sector and familiarity with major donor regulations and administrative procedures, g. EC, DfID, etc.

 Most Critical Proficiencies

• Ability to work effectively as part of a multidisciplinary team.
• High level of Excel and other Microsoft programs.
• Knowledge of office systems and procedures.
• Possess cultural awareness and sensitivity.
• Demonstrate sound work ethics.
• Strong written English and verbal communication skills.
• Strong understanding of working and adherence to policies and procedures.
• Experience in conducting compliance visits and ability to work independently under pressure.
• Ability to plan, balance and cope with competing priorities.

 

Essential Job Functions and Physical Demands

• Motivated to work responsibly with little supervision.
• Demonstrate a high degree of honesty and integrity.
• Have the ability to manage confidential information.
• Ability and willingness to travel extensively, both locally and internationally.
• Willingness and ability to work with a flexible schedule.
• Ability to foster and maintain a spirit of unity, teamwork, and
• Constant face-to-face, telephone and electronic communication with colleagues.
• Ability to establish priorities, achieve deadlines and make sound judgments.
• Proven leadership and administrative skills.

Job Location

Kwekwe/Shurugwi, Zimbabwe