Minimum of a bachelor’s degree in business administration Accounting/Finance or commerce and 3 years of relevant work experience
Minimum of 2 years’ experience working in administration and finance for development programs with government and international
Experience in financially managing World Bank and USAID-funded grant programs.
Knowledge of QuickBooks multi-currency accounting software and MS Office.
Duties & Responsibilities
The primary responsibility of this position will be accounting/financial management and office administration of PIBF office under the direct supervision of the Head of Administration and Finance.
JOB RESPONSIBILITIES/SPECIFIC DUTIES
The Administration & Finance officer is responsible for the Administration and Finance of PIBF particularly with regards to overall developing policies compliance to prevailing legislative laws of the country PIBF operational guidelines and donor requirements.
Maintain the proper records for all financial transactions including of filing of vouchers and keeping the supporting in proper order so that whenever required can be retrieved and presented.
Record transactions in books of accounts and classify to the relevant budget line item.
Make withdrawals of cash from bank / cash agent and take proper safety of the cash as per the PIBF policies.
Forecast the monthly and weekly cash flows and coordinate with Head of Administration and Finance for timely cash inflows.
Prepare salary sheets based on the time sheets provided by the staff and ensure timely disbursement of the salaries.
Process payroll remits tax and other government contributions and reports to local agencies.
Prepare payments for suppliers service providers and others including program beneficiaries after checking the transactions properly and ensuring all requirements are complete as per the PIBF policies.
Guide the staff on the financial requirement for conduct of the financial transactions.
Check all the financial transactions and recommend for authorization of the expenditure as per the PIBF rules and procedures.
Report to the Head of Administration and Finance on the issues related with the compliances of PIBF policies.
Responsible for all matters related to administration.
Make arrangements for meetings trainings and workshops as requested
Ensure registration requirements are kept current at all times and files statutory returns and renewals.
Manage leases to make sure they are current and amendments are processed as required.
Maintain finance and administration files.
Tight control on stock movement and inventories.
Prepare internal and external correspondence as requested
Monitor staff’s daily attendance records and report anomalies to the management at the end of the month.
Responsible for taking the meeting minutes and distribute accordingly among the participants
Responsible for procurement procedures of PIBF
Responsible for office maintenance
Responsible for the supervision of guards and other office worker.
Carry out any other tasks as assigned by the supervisor