IPPFARO recrute 01 Administration and Finance Officer | |
Référence | |
Salaire | xxx/ mois |
Localisation | Dakar / Sénégal |
Expiration | 30 Avril 2021 |
Description de l’offre 1. JOB PURPOSE : • Reporting to the Head of Operations, the post holder of this position will support IPPFARO and partners and contribute to the IPPFARO projects’ impact and sustainability by ensuring compliance and sound management of all finance and administration related office activities, in line with Senegalese Law, donor regulations and IPPFARO’s policies, procedures and minimum standards. 2. KEY TASKS. Administration Tasks: Oversee management of office administration systems in close liaison with ARO Head of Operations, the Administration and Human Resource Manger Team: 1. Provide administrative support for the West Africa Regional Office personnel. Ensure smooth administrative functioning of the Dakar office and assist all units in resolving problems related to the day-to-day operations. 2. Provide administrative support to West Africa Regional Office field staff, visitors, and members of the WARO office as appropriate by ensuring cost effective utilization of resources. 3. Implementing, reviewing, and improving administrative systems, policies, and procedures. 4. Keep the office in good order and effective security measures to protect WARO properties and staff; ensuring that lease agreements and amendments are kept up-to-date and office utilities such as water, electricity, phone, internet, security services etc. are maintained and paid on a timely basis. 5. Manage and maintain accurate register for inventory, vehicles, computer equipment, office supplies and other assets of West Africa Regional Office. 6. Maintains files of rules, regulations, administrative instructions, workflows, and other related documentation. Use electronic and manual filing systems to enable quick and efficient retrieval of information with due regard to security and confidentiality. 7. Coordinate the development, monitoring, and regular updating of IPPFARO sub-office’s security plan and ensure staff compliance with it. 8. Collaborate with the designated IPPFARO Security Advisor on all security-related issues. 9. Ensure implementation of office health and safety policies. 10. Coordinate the organization in-house and external meetings and training activities in coordination with the Nairobi Office Staff. 11. Manage the existing resources in responsibility efficiently (e.g. IPPFARO managed facilities, assets, and travel management, etc.) and estimate new requests aiming at efficiency, cost-effectiveness and timeliness of operations and services. 12. Ensure that excellent IT and communication systems are in place and are working efficiently, in coordination with an external IT consultant and IPPFARO’s IT Team. 13. Apply the IPPFARO procurement policy and liaise with suppliers to ensure best value for money in all procurement, ensuring all office supplies are well stocked. 14. Oversee effectiveness and timely renewal of all insurance policies. 15. Contract Administration- Maintain and update the contact lists of all WARO services contracts/supplier list; ensuring that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained. Finance Tasks: Transaction processing : 1. Ensure that requisitions and LPO are initiated and approved in the ERP – NetSuite and that the invoices are reviewed, analyse processed into the ERP System. Scrutinise invoices for eligibility ensuring that procurement procedures have been meticulously followed; authorisation levels for expenditure are done in accordance with ARO regulations; ensure that thresholds for the submission of more than one quotation and/or full tender procedures are observed and that mandatory supporting documents are attached. Ensure that goods and services have been sourced from approved suppliers and promptly process payment vouchers for approval by approved signatories. 2. Scrutinise all requests for payment for eligibility ensuring that procurement procedures have been meticulously followed; authorisation levels for expenditure are in accordance with ARO regulations; thresholds for the submission of more than one quotation and/or full tender procedures have been observed; mandatory supporting documents are attached and that the goods and services have been sourced from approved suppliers and promptly process payment vouchers for approval by approved signatories; 3. Weekly review the supplier and other payables age listing from the ERP System and raise payment vouchers for review by Senior Finance Officer and approval by the Lead Finance and Budget Specialist and timely raise related financial instruments for payment authorization by bank signatories. 4. Monitor cash transactions to ensure that bank account balances to the report and any unusual items are investigated 5. Receives incoming payment and transfers and processes outgoing payments and wire transfers and posts them in the ERP. 6. Timely reconcile cash application and disbursements. 7. Ensure that all transactions are in compliance with the funding agreements, tprocedures and rules and regulations; 8. Ensure that invoices and other transactions attracting statutory deductions are accurately processed and deductions are dully remitted. 9. Support the implementation of procedures, risk management and internal controls 10. Comply with the systems that are in place for the proper recording of all transactions against approved Budget, including the correct procedures for authorisation of expenditure and make recommendations to both the Lead Finance Officer and the Senior Advisor, Finance and Budgetary Control for change as appropriate. 11. Prepare monthly analysis of donor income in accordance with the accrual basis of accounting and propose journal entries for review by the Lead Finance Officer and approval by Senior Advisor, Finance and Budgetary Control. 12. Ensure that all processed and posted transactions are archived accordingly Accounts Reconciliation 13. To contribute to monthly, quarterly, and annual review of the trial balance and general ledger sub-ledgers, including the identification of and recommendation of relevant adjustments for submission to Senior Finance Officer for review and approval by the Lead Finance and Budget Specialist. 14. To prepare monthly and annual reconciliation of Bank balances, Petty Cash, Receivables, Payables, Inventories and Fixed Assets and submit to Lead Finance Officer for review and approval by Senior Advisor, Finance and Budgetary Control; Budgeting and Reporting 15. Undertake treasury related duties at the direction of Senior Finance Officer and approval by Lead Finance and Budget Specialist e.g., Preparation of monthly cash budgets and monitoring account balances in accordance with IPPFARO finance policy and regulations. 16. Prepare weekly and monthly reports on the status of transaction processing and outstanding Staff travel accounts, Donor receivables, Creditors, bank balances, CO InterOffice Accounts, Inventories, and submit to both Senior Finance Officer and approval by Lead Finance and Budget Specialist. 17. Prepare grant appropriations for review by Senior Finance Officer and approval by Lead Finance and Budget Specialist. 18. Prepare and ensure timely submission of all financial and other required reports for assigned Restricted projects for review by Lead Finance Officer and approval by the Senior Finance Officer and approval by Lead Finance and Budget Specialist. 19. Proactively support the preparation of reporting package and other reports due for submission to Central Office. 20. Timely prepare activity budget codes and ensure these are loaded into the ERP system to enable funds disbursement, transaction processing and budget monitoring. External and internal audit 21. To support the Senior Finance Officer and the Lead Budget and Finance Specialist in the preparation of internal and external audits by ensuring that IPPF AR’s books of accounts and bank balances are up to date as well as preparation of annual audit schedules and providing data and information as requested by the external and internal auditors. Other duties and responsibilities 22. Complete tasks and deliver the assigned work in a timely manner and within the required levels of quality and costs. 23. To maintain an up-to-date record of timesheet in accordance with IPPFAR approved timesheet form. 24. Undertake any other duties that might be assigned by his/her supervisor. PERSON SPECIFICATION 1) Competencies : PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 2) Education Bachelor’s degree in finance and / Accounting A professional qualification in Accounting/Finance (ACCA, CPA, or equivalent) Proficiency with accounting software, word processing and spreadsheets. 3) Work Experience Minimum of five years’ experience in Accounting, Finance and Business Administration and preferably in an international humanitarian and/or development organisation. A good knowledge and practice of Senegal local administration, labour and finance regulations is required. 4) Languages English and French are the working languages of the ARO. For this post fluency in English and French (both oral and written) is required. Knowledge of Portuguese is an advantage. 5) Assessment Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview. 6) Other requirements Competent working in a multicultural environment. Willing to work outside standard office hours as required. Willing to travel internationally. | |
COMMENT POSTULER ? Interested individuals should submit an application form in the IPPFARO CV form (attached) and a 1-page cover letter to: hroffice@ippfaro.org Please note that we will not consider applications that are not done in the requested format. Description de l’offre : https://www.ippfar.org/sites/ippfar/files/2021-03/JD%20-Finance%20and%20Admin%20Officer-Dakar%20Sub-office%20final_0.pdf |