Position Summary:
The Finance & Administration Officer will manage the project's financial operations and provide administrative support to ensure effective, transparent and accountable use of project resources. The Officer will be responsible for budget monitoring, expenditure tracking, payment processing, financial reporting, accounting records and administrative documentation.
The position will also ensure compliance with organizational and donor financial procedures, maintain proper financial controls and coordinate with the Procurement and Logistics Assistant to ensure that procurement-related payments and financial documentation are complete and properly recorded.
A. Financial Management and Budget Monitoring:
- Manage day-to-day financial operations and maintain accurate and up-to-date project financial records.
- Support the preparation and monitoring of project budgets and expenditure plans.
- Track expenditures against approved budget lines and identify budget variances, potential overspending or underspending.
- Prepare regular budget utilization reports, expenditure summaries and financial updates for the Project Manager and Finance Manager.
- Monitor project cash flow and support financial forecasting to ensure timely availability of funds for planned activities.
- Review payment requests, invoices, receipts and supporting documents to ensure accuracy, completeness and proper authorization.
- Process authorized project payments, including staff salaries, operational expenses, activity costs and other approved expenditures.
- Maintain proper records of cash transactions, bank transactions, payment vouchers and financial reconciliations.
- Ensure that all expenditures are properly documented, approved and recorded under the correct budget lines.
- Identify and report financial discrepancies, risks or irregularities to the Project Manager and Finance Manager.
B. Accounting and Financial Reporting:
- Maintain organized financial records and supporting documents in accordance with established accounting procedures.
- Prepare periodic financial reports and provide timely financial information to the Project Manager and Finance Manager.
- Reconcile financial records and verify the accuracy of transactions and account balances.
- Ensure that financial documents are properly filed and readily available for review and audit.
- Support the preparation of financial inputs for project progress reports and donor reporting.
- Assist with internal and external audits by providing requested financial records and explanations.
- Ensure confidentiality and proper handling of financial and staff-related information.
C. Administrative Support:
- Manage routine project administrative tasks and maintain an organized filing system.
- Maintain staff attendance records, timesheets, leave records and other personnel-related administrative documents.
- Support the preparation and processing of staff contracts, service agreements, official correspondence and other administrative documents.
- Maintain records of office supplies, equipment and project assets in coordination with the Procurement and Logistics Assistant.
- Provide administrative support for project meetings, workshops, training sessions and other activities.
- Ensure proper documentation and filing of project administrative records.
- Support the Project Manager in maintaining effective office administration and internal coordination.
D. Financial Coordination and Compliance:
- Coordinate with the Procurement and Logistics Assistant to review procurement-related financial documents, invoices, payment requests and supporting records.
- Verify that procurement-related payments are supported by appropriate approvals, contracts, purchase orders and delivery or completion documents.
- Ensure that payments are processed in accordance with approved budgets and financial procedures.
- Coordinate with the Project Manager and relevant staff to ensure compliance with financial policies, donor requirements and internal controls.
- Provide financial guidance to project staff on documentation requirements and procedures for activity-related expenditures.
- Monitor outstanding payments and financial commitments and follow up with relevant staff to ensure timely processing.
- Recommend improvements to financial and administrative procedures to strengthen accountability and efficiency.
