Finance and Administrative Assistants

Job Summary

Working under the supervision of the Country Finance Officer and ultimately the Country Programme Manager and in collaboration with the staff of TREE AID in West Africa and UK and the partners of the various projects implemented in Ghana

  • Minimum Qualification: HND
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Job Title: Finance and Administrative Assistants


Overall Objective: To effectively assist in the administrative and financial management of the TREE AID Ghana office based in Tamale, including relations with TREE AID partners in Ghana


Specific Objectives:

  1.  Assist in the efficient financial management of the various projects implemented in Ghana
  2. Support daily administrative management of Ghana Country Office
  3. Support the management of costs, including partner management
  4. Other


Line Manager: Country Finance Officer


Staff Under Supervision: Country Drivers


Working Time: Full-time job


Duration: 01 year with possibility of contract renewal


Operational Location: Tamale office but can be assigned to any other location to perform any official duties.


Background of job

Working under the supervision of the Country Finance Officer and ultimately the Country Programme Manager and in collaboration with the staff of TREE AID in West Africa and UK and the partners of the various projects implemented in Ghana, the Administrative and Finance Assistant will be responsible for the following tasks:


Tasks and Responsibilities:

1 Assist in the efficient financial management of the various projects implemented in Ghana

  • 1.1 Participate in project budget development and reforecasting
  • 1.2 Assist the Country Finance Officer and project teams in respecting the procedures of TREE AID and donors in the management of projects
  • 1.3 Assist with project procurement and logistics
  • 1.4 Check the financial reconciliations of staff project missions and the transfer of funds
  • 1.5 Assist the Country Finance Officer and project teams in the management of contracts with third parties
  • 1.6 Ensure the validation, processing and payment of project invoices, including the preparation and delivery of checks
  • 1.7 Support the Country Finance Officer, project teams and project partners in Ghana in the preparation and management of project audits
  • 1.8 Maintain the projects filing system.

2. Support daily administrative management of Ghana Country Office

  • 2.1 Ensure the management of official mail and office phone calls
  • 2.2 Manage and make monthly reports and reconciliations on bank accounts and office petty cash expenses
  • 2.3 Assist with office procurement
  • 2.4 Ensure the validation, processing and payment of invoices, including the preparation and delivery of checks. Prepare various payment orders for signature
  • 2.5 Carry out the preparation and classification of accounting documents for input by the Country Finance Officer
  • 2.6 Assist in ensuring that TREE AID Ghana respects legal employment obligations, including liaison with the Labour Ministry in respect of personnel questions
  • 2.7 Ensure monthly payment of social security and tax charges for local staff
  • 2.8 Follow up with local government entities e.g. tax, social security, health insurance to ensure proper records and communication with them
  • 2.9 Ensure that the medical insurance system is managed to the satisfaction of the staff
  • 2.10 Support the Country Finance Officer in the preparation for TREE AID Ghana annual audits and internal audits
  • 2.11 Maintain visitor log book
  • 2.12 Track staff timesheets
  • 2.13 Support in organization of staff meetings and ensure the drafting of minutes
  • 2.14 Ensure the supervision of contractors who are under responsibility of the post, in particular cleaning and security
  • 2.15 Prepare mission orders
  • 2.16 Ensure the control of staff advances
  • 2.17 Participate in annual budget and reforecast preparation, and cash requests
  • 2.18 Assist in the management of office equipment and vehicles
  • 2.19 Maintain an effective filing system for office administrative and accounting documents and correspondence.

3 Support management of partners

  • 3.1 Assist the Country Finance Officer in monitoring payments of project grants to implementing partners;
  • 3.2 Monitor and control partner records to ensure proper recording and that every voucher is supported by the right documents (which might include field visits to those partners);
  • 3.3 Logistical preparation for partner meetings, workshops, monitoring visits and evaluations of different projects, including the acquisition of equipment and services.

4 Other

  • 4.1 Prepare and participate in your semi-annual and annual performance assessments with your supervisor;
  • 4.2 Evaluate the half-yearly and annual performances of the personnel under your responsibility;
  • 4.3 Participate in external meetings involving the office or projects, following the directions of your line manager;
  • 4.4 Attend and represent TREE AID Ghana at trainings, workshops or conferences as delegated by your line manager
  • 4.5 Strictly follow TREE AID internal procedures and guidelines
  • 4.6 Perform any other duties as assigned by the supervisor


Person Specification

Essential                              

Qualifications and Experience

  • Hold at least HND Accounting or equivalent Degree in Accounting of Finance from a recognized or reputable institution
  • Experience in NGO financial and administrative work
  • Minimum 3 years of confirmed work experience in an NGO environment

 Desirable

  • Experience in project management
  • Good knowledge


Skills

  • Excellent computer skills, including common software (Word, Excel, PowerPoint, Outlook and Internet Explorer)
  • Have excellent command of the English Language with fair knowledge in French.
  • Use of accounting software
  • Document and computer filing systems


Use of :

  • PS Financials (PSF) software
  • QuickBooks software

Work capability

  • Ability to work under pressure and to strictly meet deadlines
  • Organized and methodical work approach with particular attention to detail
  • Evidence of an ability to maintain efficient administrative and financial systems
  • Effective interpersonal communication within TREE AID and with TREE AID partners
  • Good teamwork
  • Integrity and high sense of responsibility

Commitment to

  • The mission and objectives of TREE AID
  • The effective implementation of support to beneficiary communities


Please note: TREE AID is an equal opportunities employer and invites candidates from all backgrounds to apply. All applicants who apply for jobs with us will receive fair treatment and will be considered solely on their ability to do the job.

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