World Vision International

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District Finance & Administration Officer

Job Description

Position: District Finance & Administration Officer

Purpose of position

The District Finance and Administration Officer is responsible for the oversight and coordination of all programs’ finance and administration processes within the district. The incumbent is responsible for budgeting and monitoring, including the reinforcement of Finance and Administration policies.

Major Responsibilities

Cash Management

  • Petty Cash float Management

  • Ensure the proper management of travel refunds

  • Prepare cash analyses to support operations at district level.

  • Review of cash requests, requisitions and advance reconciliations for submission to the Zone

  • Collection of cheques from the Zone and distribute to the requisitioners and service providers

  • Recording and tracking of ministry supplies

Budgeting and budgetary Control

  • Supporting the District projects annual budgeting, including the WBS in accordance with the Partnership Budgeting Guidelines

Monitoring and Reporting

  • Support monthly FFR review meetings at District Level

  • Ensure that year end and monthly reporting processes for Programs at District level are completed timely, and within Partnership Budget Guidelines

Audit Coordination

  • Review project audit reports and support operations with implementation of the audit recommendations within 90 days of reporting

  • Support the provision of the requested information to the auditors

  • Maintain documents (soft/hard copies)

Risk Management and compliance

  • Support the Zonal Finance and Support Services Manager in ensuring that all staff are aware of the WV financial policies

  • Support the reporting, investigation, documentation and management of all fraudulent activities, procedural breaches, control weaknesses and other non-conforming activity as soon as it is suspected.

  • Ensure all program losses suspected and actual incidences are timely reported on Integrated Incident Management Systems (IIMS)

  • Advise staff and stakeholders on regulation and government policy changes that impact the organization and program delivery

  • Conduct spot checks on project activities such as trainings, workshops etc.

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Security

  • Ensure an effective security environment within the district office for staff and assets using the minimum standard requirements

  • Organise security simulations for staff

  • Conduct security guard spot checks

Fleet and Asset Management

  • Ensure effective and efficient utilization of vehicles and motorcycles in the district

  • Coordinating repair and maintenance of vehicles and motorcycles

  • Recommend for asset disposal

  • Recommend for replacement of assets

  • Ensure effective utilization of office machines within the district

People Management

  • Tracking of staff leave days

  • Coach and mentor direct reports

  • Develop performance work plans and conduct performance appraisals

Office Management and Logistics

  • Organise venues for meetings, trainings and workshops

  • Facilitate accommodation booking for visitors

  • Ensure that meeting minutes are taken, shared and filed

  • Ensure that the office and the surrounding is clean

  • Ensure that the Stores is well managed

Knowledge Skills and Abilities

  • A holder of at least a Diploma in Accountancy with experience in Administration.

  • Excellent people, financial management and organizational skills

  • Proven experience which demonstrates mastery of computerized accounting systems (Sun Systems, Query and Analysis Excel)

  • Excellent written & spoken English

  • Minimum of 3-5 years professional Finance and Administration experience

  • Experience working in the NGO sector with multiple donors

  • Proven experience and demonstration of mastery with Microsoft Office computer packages such as Excel, Word and Power point

  • Registration with professional bodies such as ICAM, ACCA or CIMA

  • Bachelors’ Degree in Accountancy and Finance

  • Knowledge in key Grants regulations or requirements for different donors (USAID, EU, DFID, World Bank)

  • Experience in managing statutory and donor audits

  • Some experience in people and financial management and organizational skills

  • Certification in Managing Public and multilateral Grants (USAID, UK AID, DFID, WFP, World Bank, UNICEF)