The Finance Assistant (FA) will provide support to the Finance team. This support will include treasury functions, accounts payable, processing of payments and staff travel/credit card expense management in accordance with AWF’s policies and procedures. The Finance Assistant will also provide support in filling and archival practices. The position reports to Finance Officer
KEY DUTIES & RESPONSIBILITIES:
- Reconcile supplier statements and vendor account on a regular basis and respond to
- vendor queries on a timely manner.
- Process disbursements of all statutory deductions within the set deadlines and share
- remittance advice for filing of returns by HR.
- Monitor accounts payables email queue and review portal expense queue on a daily basis.
- Post vendor invoices
- Assist with reconciliation of accounts payable and receivables
- Disburse office petty cash expenses and travel advances in compliance with AWF procedures
- Process advance retirements in line with the laid down policies and ensure that outstanding issues resolved
- Process vendor payments through Electronic Funds Transfers (EFT) and write checks
- on a regular basis
- Deposit cash and checks to appropriate bank accounts
- Assist the supervisor with the monthly close out process by ensuring all the invoices and other finance monthly tasks completed as per set deadlines
- Process accounts payables accurately per the contract terms for vendors
- Occasionally, assist process wire payment requests
- Make disbursements in compliance with Donor and AWF regulations;
- Monitor AWF bank account activity and ensure adequate cash balance to support smooth operations;
- Assist in reviewing purchase requisitions, purchase orders and purchase invoices in accordance with AWF’s procurement policies;
- Manage accounting office storage and filing;
- Assist in gathering support documentations in preparation of annual/donor audits;
- Collect and scan all finance documentation in an organized electronic filing structure that is user friendly to key staff;
- Provide administration support when needed;
- Other duties as assigned by the Senior Finance Team.
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The Senior Manager of Classroom Africa will be responsible for overseeing the strategy development and implementation of Phase 2 of the program while ensuring that ongoing support through conservation education activities, partnership development, and fundraising are provided for six schools in DR Congo, Ethiopia, Uganda, Tanzania, and Zambia. Required capabilities for this position are a strong commitment to the program and organization by the willingness to travel 50% of the time; being a team player with interpersonal skills, confidence, and ability to work and communicate with staff, senior management, donors, and/or trustees. Experience managing a large (5 – 7 ongoing projects) multi-million dollar portfolio is necessary. Adaptability, flexibility, and commitment to the strategy are all necessary attributes.
Development of new strategy for Classroom Africa
- Lead the development of a new strategy for Classroom Africa that:
- Takes into consideration the successes and challenges experienced during the ‘first phase’ of Classroom Africa
- Aligns with and helps implement AWF’s new strategy
- Aligns closely with AWF’s priority landscape programs in Kenya, Uganda, Zimbabwe, and Cameroon
- Aims to maximize and expand on the conservation impact of Classroom Africa interventions and engagements
- Engage with senior management, key landscape managers and Country Directors in the development of the new strategy
- Present and receive feedback on the program to strengthen the strategy
- Support fundraising efforts for effective implementation of the new strategy.
Manage and expand the Classroom Africa program
- Develop and oversee the implementation of work plans for the Classroom Africa program.
- Integrate program-planning documents to the chosen program management system for general operations, new school development and ongoing support for each school.
- Ensure project plans are updated on a weekly basis to set priorities and ensure effective management of the program.
- Track progress of project activities by following work plans and leading weekly progress meetings with the team.
- Coordinate school project activities with Classroom Africa team members and AWF field teams.
- Ensure program strategies are adhered to and updated as needed.
- Supervise Construction Project Manager to ensure any school infrastructure projects align with Classroom Africa’s new strategy, are thoughtfully identified and coordinated through country programs.
- Support any maintenance activities of ongoing schools by developing and adhering to maintenance plans.
Long-term engagement and school support
- Develop and oversee implementation of an overall partner strategy to ensure effective engagement and advancement of objectives and goals.
- Develop and oversee implementation of an approach to improve the quality of education for each school and achieve aims of academic excellence, including professional development for teachers.
- Work with relevant team members (both Classroom Africa team and landscape teams) to identify conservation education partners for each school, develop a conservation education work plan, and coordinate delivery of activities.
- Locate relevant continuing professional development partners for each school; with the headteacher and local education authorities, coordinate needed training.
- For each school, assess (if any) the needs for technology and media; identify partners and/or supplies for needed books and technology assets. Where technology is used, ensure training materials are procured and conduct training.
- Remain up to date on industry knowledge by tracking and reading publications, maintaining networks, following professional organizations, and attending conferences or seminars if needed.
- Build and maintain relationships with communities, education authorities, schools and other stakeholders as necessary to ensure effective operations of schools and successful achievement of Classroom Africa objectives at each school.
Site Selection and program expansion
- Work with senior management, Senior Director of Project Management and Partnerships and Country Directors to develop potential new landscape proposals for Classroom Africa engagement; identify potential conservation needs (impact) of Classroom Africa in a proposed landscape.
- Oversee site scoping visits and identification of potential target sites for engagement.
- Participate in school site scoping with country teams and other relevant parties as needed.
- Develop new site proposals for Classroom Africa Sub- Committee review and approval.
- Working closely with field teams, lead engagement with communities and local education authorities in the development and negotiation of new partnership agreements.
- Draft school agreements, obtain necessary internal approvals and work with landscape teams to execute agreements with communities and relevant education authorities
Financial and operational management
- Oversee and approve financial transactions (payments, invoices, contract development) for the Classroom Africa program.
- Monitor expenditures to ensure program operations and schools are within the approved budget.
- Identify programmatic funding gaps and needs; liaise with the fundraising teams to ensure efficient communication of Classroom Africa fundraising priorities.
- Prepare financial reports for the Classroom Africa Sub-Committee, and senior management as requested.
Document and publicize the impact
Monitoring and Evaluation
- Update programmatic M&E metrics for the Classroom Africa quarterly reports and ensure consistent collection of metrics for all schools.
- Collate data metrics for AWF Board of Trustee updates.
Communication and Marketing
- Provide regular updates on the program to AWF’s Development & Marketing and Communications teams, including upload of photographs to Widen and posts to Yammer.
- Identify stories and other qualitative narratives on impact and results of Classroom Africa.
- Represent AWF in donor and official meetings as needed.
- Support proposal development with the fundraising teams as needed.
- Draft donor reports as requested by the foundation and program design teams.
- Master’s degree in education, environmental science, project management, or related field;
- Seven years of experience developing and managing programs in Africa;
- Experience managing complex projects with multiple partners, donors, and stakeholders;
- Experience in identification and cultivation of field partners, development of partnership agreements, and management of partner engagements;
- Experience working and negotiating with communities and government agencies in an African context.
- Experience and ability to engage with senior management, trustees and high-profile donors.
- Proven track record of ensuring timely, efficient and successful implementation;
- Ability to think strategically, to understand the program’s role in larger conservation efforts, organizational strategic objectives and to develop creative, pragmatic approaches to forward planning.
- Ability to be team leader, including management of team resources (both financial and human), providing guidance and mentorship to junior staff, and ensuring the team’s delivery of goals;
- Excellent English oral and written communication skills, interpersonal skills, flexibility, and cultural sensitivity; knowledge of French and/or local languages considered advantageous;
- Understanding of basic financial principles, budgeting, and cost analysis;
- Patience, listening skills, and a sense of humor;
- Proactive, creative, and entrepreneurial approach to work;
- Demonstrated commitment to conservation of wildlife and wildlands.