Accounts Payable Analyst

*Please submit your CV in English.

PURPOSE OF POSITION:

The accounts payable Analyst is responsible for reporting to the accounts payable team lead for processing invoices and verification of invoices while delivering a high level of service that meets or exceeds the Service Level Agreement on behalf of World Vision (WV) SSC Ghana

KEY RESPONSIBILITIES:

Daily Integration Report:

  • Reconcile Invoices from COUPA and Sunsystem6.

  • Prepare and submit Daily Integration Report to the National Office (NO).

  • Re-export invoices not integrated.

Weekly Invoice Status Report:

  • Prepare and submit Weekly Invoice Status Report to NO.

Month-End Accruals:

  • Submit Accrual Lists to NO for confirmation.

  • Record month-end accruals.

Pre-Payments (170 Accounts):

  • Monitor balances of 170 accounts.

  • Submit 170 Account Balances to NO on a monthly basis for confirmation.

Payment Runs:

  • Check details of Invoices for payment before generating payment run to ensure no double payment.

Communication:

  • Respond to queries of National Offices on a timely basis.

  • Participate/Lead in Meetings with NO’s.

  • Manage records, including retention, tracking and reporting for tax purposes.

  • Deal with supplier account queries via telephone, email and fax and resolve queries promptly.

Leadership:

  • Provide coaching/training to staff

  • Assist Immediate Manager in developing plans and strategies that are aligned with organizational strategic directions.

  • Assist in the review of current processes and initiate improvements.

  • Ensures that staff under supervision adheres to organizational policies, standards and procedures.

Others:

  • Compliance to organizational polices, standards and processes.

  • Perform other tasks assigned by Immediate Supervisor.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Bachelor´s Degree, preferably in Accounting or Finance.

  • At least 3 years of related professional experience, or equivalent combination of education and experience.

  • Reasonable knowledge of bookkeeping principles.

Preferred Skills, Knowledge and Experience:

  • Experienced in interfacing with business customers in defining procurement service requirements or procurement/accounting information.

  • Broad based experience in accounting and financial systems.

  • Ability to work in a time sensitive environment.

  • Experience in interfacing with business customers in resolving payment issues.

  • Knowledge of WV’s policy and procedure in the area of finance, systems and products.

Operations Assistant, Faith & Development

*Please submit your CV in English.

PURPOSE OF POSITION:

This position ensures that the Global Centre (GC) Faith and Development (F&D) team is able to deliver on its strategic priorities and contribute effectively to the WV Partnership’s Global Strategy by providing administrative support to the Partnership Leader and Leadership Team. The Operations Assistant will work with the Faith & Development group providing support in areas of coordination, administration, scheduling, planning, on-boarding, and reporting. The Operations Assistant will closely collaborate with the Knowledge Management (KM) Advisor on developing and maintaining Faith & Development internal and external knowledge platforms as well as keeping F&D Community of Practice informed and abreast of most recent developments, resources and events via regular and professional communication.

KEY RESPONSIBILITIES:

Administrative Support for the Operations of the broader F&D Team:

  • Microsoft Teams pages or channels are set up and managed; org charts and key team documents are properly organized.

  • Full support of virtual meetings provided: hosting Zoom calls, doing minutes, taking notes, distributing materials, recordings, etc.

  • Logistics support for in-person team meetings provided: booking travel, arranging accommodation & visa support, managing vendor contracts, purchasing of meeting supplies & food, etc.

  • Basic project management support for external events provided: scheduling, following up with speakers, sending out briefs, etc.

  • On-boarding for new team members is complete: orientation schedule, new equipment & credit card orders, setting up internal accounts, trainings, etc.

  • Time-keeping and vacation calendar tracking is maintained & updated.

  • Invoices are tracked, contracts with vendors are organized, payment are made on time, records are organized and readily available.

  • Preapproval forms are created annually, expenses received and monitored via settlement advice monthly.

Information Management Support in Collaboration with KM Advisor:

  • F&D wvCentral pages are well maintained: steps of uploading, sorting, tagging, filtering, and linking of relevant information are performed on a regular basis.

  • F&D landing pages are regularly updated with new publications.

  • F&D mailing list is updated on a regular basis on all relevant platforms: Outlook, MailChimp, Poppulo and MS Teams.

  • Community of Practice (CoP) monthly newsletter is designed (materials & information from contributors are collected), collated in Poppulo, formatted, and disseminated to respective CoP’s.

  • CoP calls are planned and prepared: invitations, agenda, presentations, etc.

  • Assistance provided in setting up survey forms and/or registration forms for CoPs and key stakeholders in MS Teams or other platforms.

  • F&D related webinars are set up and executed, any recording & resource materials are distributed.

  • Assistance provided with analysing, consolidating and creating meaningful reports, presentations and other documentations to be placed on their corresponding platforms as advised by KM.

Planning & Coordination Support to the F&D Partnership Leader:

  • Assistance with creating, consolidating and formatting PowerPoint presentations for internal and external events.

  • Assistance with calendar & scheduling, virtual meetings set up, supporting documents preparation.

  • Assistance with booking travel, accommodation, visa support.

Other duties as needed:

  • Other duties may be assigned by the supervisor based on the priorities and needs of the broader F&D team.

KNOWLEDGE, SKILLS AND ABILITIES:

  • 3-5 years of administrative support experience in a global, multi-sectoral and multi-national organization.

  • Strong organizational & follow through skills; good analytical and problem solving aptitude.

  • Excellent project management skills, attention to detail and focus on delivery.

  • Excellent verbal and written communication skills; experience with writing reports, summaries, briefs and newsletters.

  • Proven experience with managing calendars and schedules, setting up & running virtual meetings, organizing & supporting in-person events.

  • Experience with working on diverse multicultural teams and proven ability to communicate with people from various organizational levels.

  • Resilience and ability to work independently in a fast pace environment with competing priorities and multiple stakeholders.

  • Proficient use of Microsoft Office: Word, Excel, PowerPoint, Outlook.

  • Diligence and ability to focus on repetitive technical tasks with the process improvement aptitude.

  • Deeply devoted to his/her relationship in Christ through prayer, Bible study, and involvement in the local church.

  • Bachelor’s degree, preferably in Communications, International Development, Leadership or other related fields.

  • Solid working knowledge of following applications: MailChimp, Poppullo, Microsoft Teams, SharePoint and Zoom.

  • Ability and willingness to work flexible hours (including early morning or late night calls) when necessary to accommodate any time difference between self and manager/other colleagues.

  • High proficiency in spoken and written English.

Preferred:

  • Good working knowledge of document formatting and basic graphic design.

  • Experience with working remotely and on dispersed teams.

  • Experience with basic accounting and reading financial reports.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically or internationally up to 5% of the time.

Oficial de Logística (Managua)

Oficial de Logística

PROPÓSITO DEL PUESTO

Ejecutar actividades administración de infraestructuras, edificios, procesos administrativos y logísticos del Núcleo de acuerdo con los reglamentos internos de la organización, con el fin de facilitar respuestas oportunas a las demandas de los diferentes usuarios de la Oficina.

Asegurar programas de monitoreo de flota vehicular, edificios y activos fijos con el objetivo de contribuir a la efectividad operacional, seguridad vial y ocupacional dentro de infraestructuras y sus procesos.

PRINCIPALES RESPONSABILIDADES

Responsabilidades principales

Diseñar y asegurar ejecución de programa de mantenimiento preventivo y correctivo de vehículos y motos del Núcleo; incluyendo base de datos, controles, periodicidad, informes, costos, e indicadores de desempeño.

Diseñar y asegurar ejecución de programa de mantenimiento preventivo y correctivo de los aires acondicionados, cerca eléctrica, sistemas de alarmas y sistema eléctrico de las instalaciones; incluyendo base de datos, controles, periodicidad, informes, costos, e indicadores de desempeño

Asegurar control de entrada y salida de inventario de kardex de acuerdo a manuales establecidos.

Realización de mapeo de infraestructura, inmuebles y otros activos, de tal manera se puedan obtener propuestas de mejoras en controles, costos y atención al cliente interno.

Preparar requerimientos trimestrales para solicitud a Compras del área de administrativa.

Anticipar y ejecutar requerimientos de eventos o actividades de las diferentes áreas.

Gestionar pagos de servicios logísticos.

Generar reporte mensuales de indicadores de gestión logística, incluyendo costos, seguridad vial, mantenimientos edificio, activos, vehículos y demás sistemas requeridos.

Asegurar el mantenimiento de los extintores y la ubicación correspondiente en las oficinas a fin de contar con medios de respuesta a posibles conatos de incendio.

Supervisar trabajo sistema de seguridad, incluyendo guardas de seguridad en el Núcleo, y sistema electrónico.

CONOCIMIENTOS, DESTREZAS Y HABILIDADES

Educación

Licenciado en Administración de Empresas o carrera a fin.

Conocimientos y habilidades

Excel Avanzado

Manejo de paquete de office

Conducir vehículos (Categoría 3).

Conocimiento en procesos de administración y mantenimiento de vehículos y edificios.

Conocimiento en manejo de procesos de seguridad e higiene ocupacional, con alto énfasis seguridad vial.

Relaciones efectivas con diferentes públicos.

Capacidad de análisis/síntesis y redacción

Experiencia

Procesos Administrativos (Controles, supervisiones de seguridad)

Atención a eventos.