Finance and Administration Assistant at African Technology Policy Studies Network (ATPS)

Responsibilities

Finance

• Allocate and post expenses in the Pastel System to respective donors and grants;
• Monitor daily petty cash and ensure the safe custody of all cash at hand;
• Verify payment requests and prepare payment vouchers;
• Maintain Accounts Receivable, Accounts Payable, and Prepayments subsidiary ledgers;
• Process staff’s travel expense statements and conference participants’ travel expense statements;
• Liaise with ATPS National Coordinators to assist with the smooth operation of their respective chapters;
• Initiate month-end or period-end closing activities and post Journal Vouchers;
• Prepare audit schedules;
• Update the cashbook daily and analyze receipts and payments for posting to the general ledger;
• Reconcile the bank & and cashbook balances and other general ledger accounts every month;
• Facilitate payment of statutory deductions to the relevant authorities;
• Update the Fixed Assets Register and process the depreciation journal every month;
• Ensure that internal control procedures are followed for all cash disbursements, receipts, and transfers;
• Assist in the preparation of management accounts and Annual Budgets;
• Any other duties as may be assigned by the Supervisor or any Authorized Officer;

Administration and Human Resource

• Ensure order and cleanliness in the office's premises;
• Monitor leases and related obligations regarding the office premises; Supervise the use and maintenance of office equipment and vehicles;
• Process documentation for work permits, visas, house leases, and other matters relating to expatriate employees and their dependents;
• 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;
• Coordinate training programs for ATPS locally recruited staff.

Qualifications

• A Degree in Commerce, Economics, Finance, Statistics, or any other related discipline from a recognized university is required. Must be a CPA Finalist.

Skills and competences

• Strong organizational skills, with an emphasis on time management and the ability to plan, organize, and implement various activities within a time-pressured environment;
• Strong coordination, facilitation & and negotiation skills;
• At least 3 years of proven experience as a Finance and Administration Assistant, preferably with an International organization;
• Proficiency in using computers and standard office and accounting software packages (MS Word, Excel, Pastel, etc.);
• Good professional verbal and written communication skills;
• Proficiency in English is required Personal Attributes;
• A Self-starter with a strong desire to learn;
• Ability to work both independently and as part of a team;
• Ability to work under pressure and meet deadlines;