Finance and Administration Assistant
District Finance & Administration Assistant - Lupane
Purpose of the Position:To provide finance and administrative support services, develop and maintain efficient office systems and procedures to the project district office. The position also covers project implementation and monitoring information system capturing responsibilities.
Maintain, manage, and regularly update project district office inventory listing, assets register, and stock at hand, guided by internal control systems.
Ensure timely processing for purchase and payments of procured and received goods and services, working closely with the central Finance and Procurement office, and guided by the district budget and donor Handbook. This includes office rentals, utility bill payments.
Manage and maintain district fuel/vehicle records, ensuring timely fuel reconciliation submissions, and guided district vehicle expenses and usage.
Maintain and account for petty cash.
Maintain and manage district team’s advances handling, including accounting and safe storage of advance cash amounts.
Guide district team in its budget management (spending, LDR submission, leave days tracking tool, purchases, and activity planning).
Handle and maintain the district’s filing system of key documents (reports, project activity documents, etc.), ensuring the confidentiality and security of documents.
Take and file district meeting minutes..
Assist in the logistics needs of all staff pertaining to all travel.
Enter the data collected into the Database correctly and accurately with exceptional attention to detail and precision in a timely manner, performing regular backup to ensure preservation.
Retrieve data from the Database and/or data source documents, as requested in a timely manner.
Sort, organize, file and store all paperwork (data collection forms/tools) after data entry to ensure a clear proper trail of evidence
Maintain and update workflow record regarding work completed and work pending.
Comply with database integrity and security policies.
Knowledge and Skills:
HND or Degree in accounting or business studies
3 years’ experience in related field
Good typing skills and speed.
Knowledge and experience in computers especially Microsoft Word, Excel, Spreadsheet software, Lotus Notes.
Knowledge of database management, an advantage
Ability to handle confidential matters and a high degree of professional integrity.
Ability to prioritise many demands without losing focus.
Ability to achieve pre-defined results and outcomes using ethical, best practice methods.
Ability to complete tasks in a timely, cost effective way.
Self-motivated team player who can be self-driven to contribute to problem solving.
Willingness to work and stay in rural districts, and ability to speak the local language.