Purpose:

The Administrative officer will be key in the day-to-day administration operation at the base. The officer will have the responsibility of ensuring all accounting procedures for the organization’s finances are safeguarded by following the monthly accountancy procedures. The officer will also be responsible for conducting monthly cash counts, tracking monthly expenditures, review monthly accountancy before submission to Administrative Coordinator. The holder of the position will also be key in submitting monthly base HR reports and supporting the administrative Coordinator in preparations of monthly payrolls. In addition, the incumbent will be responsible in providing Human Resources Administration by ensuring all the staff adheres to the stipulated organization policies.

Engagement:

The position holderworks collaboratively to ensure the issuing of accountancy bundles is timely, accurate, and complete. S/he will work with all staff in order to improve knowledge and awareness with respect to budget, policies, internal control policies and procedures.

S/he will work closely with other departments, the Admin Manager, Logistics and Program Officers at the base level to provide seamless support and relevant advice in regard to organization policy.

The position holder is responsible for providing accurate financial data, effective and efficient utilization of resources in line with the organizational and financial management policies and procedures as per the donor policies and guidelines. S/he will ensure the organization is compliant by making sure various accounting and tax regulations are adhered to especially for staff hired in the field.

Provide HR monthly reports, monthly leave updates and payroll reports and promote high standards of integrity and accountability in the utilization of organizational resources.

1. Essential job functions

MANAGEMENT OF THE FINANCES OF THE BASE

General Finance:

• Responsible for financial management at the base level,
• Ensure proper implementation of MdM’s financial rules and procedures.
• Record all working advances in the advance book and follow up on their clearance by staff on a timely basis.
• To ensure that each cash transaction is justified by an appropriate invoice/receipt, and to ensure the quality of receipts (name, patent no., stamp, description, date, amount, etc.)
• Responsible for proper & regular filing of all finance documents at the base on monthly basis.

1. Budget Management:

Where required and in consultation with the Administrative Coordinator, provide inputs to budget proposal design and procurement plan.

Check the availability of funds for all activities and expenses.

Ensure that correct budget lines are used for each activity & expenses- link to BFU.

1. Cash Management:

To ensure respect for MdM finance procedures and Cash Management Policy at the base level. Monthly cash reconciliation

Make cash count at least once a week and also at the end of each month (in writing)

• SAAP:

Record all transactions in the SAAP cashbook in full respect of internal MdM rules. The cashbook & and SAAP must be updated on a daily basis to be able to verify the physical cash balance at any time . To share the SAAP with Administrative Coordinator and Admin managers on the last working day of the week..

Ensure that correct budget lines are used for each activity & expenses- link to BFU.

Accountable for the SAAP monthly closing: check all books and transmit all documents by the 5th of the following month to the Administrative Coordinator.

1. MANAGEMENT OF THE HUMAN RESOURCES AT THE BASE

Administration of Employment practices,

• To ensure the implementation of the staff regulation in the base,
• To ensure proper communication within the base concerning administrative issues,
• To implement all HR procedures in the base and to propose to the Administrative Coordinator on new procedures where required,
• To maintain an accurate staff database of the staff in the base, management of leave to include leave plans and leave follow up
• Responsible for all HR filing in the base including recruitment files, personnel files, etc.

1. Required Qualifications and Professional Experience

1. Required Education:

Degree in business related Field: Finance/Accounting/HR

3-5 years’ experience in busy organization or Non-profit organization

1. Required Skills & Competencies Essential

Superior communication and writing skills Demonstrated analytical skills

Excellent influencing and negotiation skills

Monitors progress against milestones and deadlines;

Preferred

Compatibility for both independent and teamwork.

Persistence and assertiveness combined with tact and diplomacy Demonstrated flexibility and or adaptability.

Excellent organizational and planning skills Ability to work in a high pressured environment

Others

-       Performing any other additional duty upon request of the Administrative Coordinator and Admin manager.