Finance & Administration Manager at African Technology Policy Studies Network (ATPS)

Job Responsibilities

Finance

• Authorize payments and approve financial registers;
• Review financial analysis;
• Approve expense statements and journal vouchers;
• Review and approves bank reconciliation;
• Prepare or approve ATPS payroll;
• Review weekly cash requirements;
• Approve file closures;
• Prepare/review quarterly statistics
• Prepare/review contractual correspondence with donors and recipients;
• Assist with fundraising activities and review project budget proposals, contract and participant letters and revised budgets;
• Check accuracy of physical count of inventory of fixed assets;
• Ensure that proper financial project-monitoring records are maintained;
• Prepare ATPS’ annual budget and work plan and monitor periodically actual expenditures in relation to approved budget;
• Visit ATPS-assisted projects in the region to assist recipients in resolving financial difficulties and to monitor project’s financial administration;
• Liaise with ATPS National Coordinators in order to assist with the smooth operation of their respective chapters;
• Ensure timely preparation of ATPS budgets and submission of financial statements to the Board;
• Work with the external auditors in performing their statutory duties to ATPS;
• Ensure implementation of overall ATPS financial policies and procedures; and
• Supervise the day-to-day activities of accounting staff and ensures proper coordination between their functions.

Administration

• Ensure order and cleanliness in the office premises;
• Monitor leases and related obligations regarding the office premises;
• supervise the use and maintenance of office equipment and vehicles;
• Administer insurance policies for office property;
• Ensure regular and timely transmission and delivery of mail and other communications;
• Maintain and update inventory of office assets;
• Maintain data on relevant supplies and their sources;
• Procure and maintain office equipment and supplies;
• Consult with the Executive Director and Research Coordinator on equipment to be purchased for projects and arranges the relevant purchases according to existing policies and procedures;
• Supervise the handling of all incoming and outgoing shipments;
• Correspond with project personnel on purchasing and shipping matters
• Examine and endorse delivery notes/invoices prior to payment;
• Process documentation for work permits, visas, house leases, and in other matters relating to expatriate employees and their dependents.

Human Resource Management

• Monitor requirements of ATPS-recruited personnel and advise the Executive Director on recruitment;
• Administer staff benefits, i.e. medical, insurance, and provident fund schemes;
• Maintain personnel files and data and process leave applications for all ATPS staff
• Arrange performance appraisal and review of ATPS-recruited staff;
• Co-ordinate training programs for ATPS locally recruited staff;
• Monitor deployment of staff and work allocation to ensure that ATPS’s resources are efficiently utilized to serve clients and that all employees have an equal opportunity for development and progression;
• Review and recommend alternative work allocation methods and/or use of temporary staff with heads of departments, in instances of excessive overtime;
• Monitor, on a monthly basis, utilization of employees and advise heads of department and the Executive Director;
• Annually revise daily per diem rates and establish and update appropriate per diem rates on a regular basis;
• Ensure that department heads conduct project appraisals, quarterly and annual Appraisals for each employee and ensure training and development takes place and is evaluated;
• Prepare the total revenue and operating costs of the organization during the annual salary review process in consultation with department heads for consideration by a remuneration review committee for approval by the Executive Director;
• Review the medical insurance scheme and group life insurance scheme on an annual basis and make recommendations to the Executive Director on renewal of the scheme;
• Authorize absence from work in the absence of employee’s immediate supervisor; compile quarterly Absence Reports, to be reviewed by the Executive Director and Heads of Department;
• Take corrective action through counseling, training and/or instituting disciplinary procedures, where problems of lateness and absenteeism persist;
• Investigate all disciplinary cases with the respective head of department and will be a member of the
• Disciplinary Committee.
• Arrange for new employees’ orientation with the immediate supervisor

Qualifications

• Professional with good character and strong ability to work in a team and under work pressure;
• A Degree in a Business-related field with a relevant certificate as a Certified Public Accountant.
• An MBA will be an added advantage;
• At least two years relevant progressive experience working in an International NGO or equivalent;
• Excellent administrative skills;
• Excellent budgeting skills with Spreadsheets;
• Fluency in English, written and spoken/Knowledge of French will be a distinct advantage;
• Experience in human resources management will be a distinct advantage;