Finance and Administrative Assistant_NO

20513-12N10144
Rutana
Gitaba
06-Dec-21
International Role - No - Only National applicants will be considered.
1-2 Years

  1. PURPOSE OF POSITION

    The purpose of the position is to provide Finance and Administrative \ Logistical support to the Finance Manager and Finance and Support Services Director and staff.

  2. MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

10

Managing the day to day operational, Finance and administrative activities of Finance and Support Services Division by organizing flow of documents, prioritizing incoming requests, paperwork and control system and following up to ensure timely responses.

  • Efficient Finance and Administrative Support provided to Finance Team.

15

Handling of correspondence i.e. incoming and outgoing letters, scanning of financial documents for external correspondence to Auditors, Regional office, Partnership office, Banks and support offices like monthly Funding Requests, Funding confirmations, Changes to bank account signatories.

  • Efficient Finance and Administrative Support provided to Finance Team.

15

Ensure that petty cash requests are within approval ceiling limit and that the amount requested are in agreement with supporting documents and ensure replenishment is done timely

Ensure all received cash/funds are receipted, deposited and Deposit Voucher are raised for approval and filling, and bank charges are booked accordingly

Ensure all bank records & documents are kept safely and all banking correspondences are done in a timely manner.

  • Timely reimbursement of Petty Cash and Management of all bank Correspondences.

  • Bank Signatories are updated and all signatories Complete Conditions and Responsibilities of Bank account signatories

40

Maintaining an in depth knowledge of Finance Division operations, responding and/or re-routing general request for information, electronic communication and facilitation, liason with Finance staff from ADPs/Clusters and guests from other organization.

Making necessary arrangements for Finance and Support Services Division meetings, workshops and conferences, collating agenda items from team, booking appropriate venues and distributing background, organizing meetings, Coordinating monthly vir

  • Excellent Administrative Support to Finance and Support Services guests like Auditors, Regional Finance Staff etc.

  • Well-Coordinated Finance Division Meetings

  • Timely feedback to stakeholders and Monthly Virtual Skype Meetings Well-Coordinated

  • Efficient Flow of documentation from Finance and other Divisions.

20

Filling of documents and maintaining relevant files for audit, ease of access and future reference. – Maintaining Register of Documents to Mitigate any loss of Files.

Coordinating administrative and logistical arrangements for Finance and Support Services Director, Departmental Managers and staff visitors by providing timely information for hotel accommodations, airport pick-ups, local field travels and international travel in liaison with travel agents or support services division.

  • Efficient Filling and retrieval system in Place for all Financial and Accounting documents.

  • Efficiency and effective Administrative and Logistical Support. To Finance Team.

  • Improved Processes and Customer Service within Finance.

  1. KNOWLEDGE, SKILLS AND ABILITIES

  1. Bachelor’s degree in Accounting/ Finance/ Business Administration/ Economics

  2. . One year of experience in providing support to a busy Finance

  3. Experience in NGOs accounting

  4. Experience in working with mobile money transfer service providers

  1. Preferred Skills, Knowledge and Experience:

1. Very good computer skills in Excel & Sun-systems software.

2. Demonstrated ability in supervision

3. Experience in managing donor funds

  1. Work Environment:

  1. Work environment: ADP-based with frequent travel to project sites and to Head Office

  2. Travel: 25% Domestic travel is required.

  3. On call: 20%

  1. How to apply:

Should you wish to apply for this position, please go to http://careers.wvi.org/job-opportunities-in-burundi. If this is your first time applying online via the World Vision International careers website, you will need to register an account along with your application details. This site will provide you with additional functionality, such as saved searches and email alerts. Registration requires minimal information to create your account. Further details will be collected during the application process. All applicants must apply using our online application system, CVs received via email or standard post will NOT be considered.

In case you face challenges applying through the online system, please call HR department for support. The closing date for submission of applications (Updated and signed CV, motivation letter, Certified Degrees and certification in accounting) is December 06, 2021.No late applications will be accepted.

Important Note:

  • World Vision Burundi does neither use employment agencies nor does it charge money for recruitment, interviews or medical checks.

  • As a child focused organization, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children.

  • Although all applications will be considered on their individual merit, suitably qualified women are especially encouraged to apply.