Finance and Administrative Officer AFF at World Agroforestry Centre (ICRAF)

Overview

To provide day-to-day support within the Finance and Administrative Unit in running the institutional operations optimally.

Duties and responsibilities

Financial Management:·

• Support in ensuring implementation of financial policies and procedures.
• Support the facilitation of all financial procedures in adherence to internal control systems that will ensure that the AFF attains its objectives as well as compliance at all levels.
• Liaise with ICRAF on financial matters between the two organizations.
• Offer support in the administration and reconciliation of relevant accounts, to keepclear records of all AFF accounts.
• Ensure transactions are well documented and properly recorded at AFF, and then entered into the ICRAF Agresso accounting system.
• Facilitate disbursement of funds to various AFF partners based on related financial agreements between AFF and other institutions and individuals collaborating and working with AFF. Follow up and review accounting reports for disbursements done, provide relevant feedback and guidance to partners to enhance accuracy of partners accounting reports.
• Support the facilitation of the financial aspects related to organisation and execution of meetings, workshops, and conferences.
• Initiateand follow-up on payments and reimbursements for suppliers and contracted experts.
• Maintain an updated data base of the AFF experts’ payments based on real time data posted in the Agresso system.
• Prepare monthly bank reconciliations for all AFF bank accounts.
• Provide support in the preparation of budgets and financial reports.
• Support the execution of the annual financial audit.
• Ensure proper filling and archiving of AFF’s financial documents, including contracts with donors, minutes of meetings with donors, and minutes of Finance Committee

Administrative support.

• Support facilitation of procurement of project goods and services, use, and monitoring of supplies and equipment for AFF.
• Support handling of administrative aspects related to organization and execution of meetings, workshops, and conferences.
• Support the maintenance of the AFF assets register together with periodic verification to ensure assets records are well maintained.
•  Assist in responding to concerns raised by AFF contracted experts and partners.
• Maintain address lists, in collaboration with the AFF Administrative Officer
• Assist in coordinating travel arrangements for AFF staff and for people sponsored by AFF.
• Respond to routine correspondence.·
• File necessary correspondence, reports, minutes, project files, etc.
• Any other related duties and or general administrative support to staff at Secretariat, AFF’s experts and consultants, members of the organs of AFF.
• Other duties as may be assigned from time to time.

Education, knowledge and experience

• Bachelor’s degree in commerce /business administration/Accounting or a related field.
• CPA (11) or international equivalent.
• 5 years’ experience in financial management, accounting and administration preferably with donor-funded international organizations and NGOs.