Finance and Administration Officer

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Description

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RESPONSIBILITIES:

Financial Duties and Responsibilities:

• Prepare the finance reports, bookkeeping and ledger posting.
• supporting the process of entering all financial transactions in relevant forms ensuring they are in order; manage records, file invoices, receipts, delivery orders and contracts.
• Review paperwork on procurement proposals including preparing request forms, collecting quotation and preparing purchase orders.
• Submit the annual internal audit of project, monitoring the transaction of the requisition.
• Collect, check, register and keep track of all order forms, incoming and outgoing invoices, travel claims, according to IUCN internal procedures.
• Manage accounting according to donor’s requirement and comply with the IUCN accounting and financial policies and procedures.
• Keep updated records of all financial transactions in the finance software.
• Analyze the periodical fund and report to project manager.
• Prepare and submission of monthly reports and necessary periodical project document to IUCN Moz Office.
• Assist to prepare monthly/quarterly requisition.
• Call financial monthly review meeting and present reports.
• Prepare and submit a report and supporting documents to IUCN Moz Office according to donor’s guidelines and requirements.
• Complete daily financial transaction under the supervision of a supervisor.
• Coordinate with the IUCN MOZ Finance and Admin Unit regarding policy matters and reporting.
• Keep track of the leaves of the project staff.

Administrative duties and Responsibilities:

• Provide administrative support to Projects Office.
• Engage in local procurement process as per procurement guideline.
• Manage water, electricity supply and telephone/internet lines.
• Maintain office premises to provide a good working environment.
• Implement administrative policies and procedures.
• Manage administrative functions and establish internal administrative systems and controls.
• Maintain updated documentation, filing, folders and administrative data management in both hard copy and soft copy version.
• Facilitate induction and orientation of newly recruited staff by coordinating with the projects Manager.
• Coordinate administrative activities and maintain monthly and yearly timetable.
• Comply with safety of office supplies, materials, equipment, and physical facilities.
• Maintain office equipment, buildings, materials, and properties.
• Keep records of the office supplies, materials, and equipment.
• Keep track of proper use, maintenance and repair of physical assets and office including vehicles, equipment, furniture, and office building as necessary.
• Keep track/record of the training and workshops for staff.
• Manage inventory and physically verify as per need.
• Prepare the inventory report of furniture, goods and Knowledge Hub of the projects chronologically and submit it to the IUCN MOZ Finance and Admin Unit.

Other responsibilities:

• Perform other duties as may be assigned from time to time.

REQUIREMENTS

POSITION REQUIREMENTS

Qualification and Experience;

• Bachelor’s degree or similar further education in accounting or finance and administration.
• At least 5 years of professional experience in administering project accounts.
• Hands on experience or familiarity with the finance software.
• Good computer skills including spread sheets and database.
• Good organizational skills.
• Value the importance of timeliness and accuracy.
• Experience in finance and administration on international and/or national projects’ budget management (implementation and monitoring) is an advantage.

Language requirement;

• Excellent verbal and communication skills in English and Portuguese is essential.

Source: https://hrms.iucn.org/iresy/index.cfm?event=vac.show&vacId=10868&lang=en

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