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Finance/Administrative Officer

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Will be unpublished on: 
Thu, 21/10/2021 - 17:00

 

 VACANCY ANNOUNCEMENT

 

Mankind’s Activities for Development Accreditation Movement (MADAM) is a National Non- Governmental Organization registered and operating in Sierra Leone since 1991. The objective of its establishment was and still is to help alleviate people out of poverty, reduce youth unemployment through promotion of market driven vocational and technical skills training and support to sustainable agricultural practices and systems. MADAM is committed to improving the livelihood security among rural communities focussing on women, youth and children. The organisation is driven by the belief that sustainability can only be achieved if people are empowered to take the lead in their own development aspirations through capacity building, advocacy and partnerships.

MADAM has received funds from the German Ministry of Economic Cooperation and Development (BMZ) through Deutsche Welthungerhilfe (WHH) for the implementation of the project title: “Promoting sustainable Food and Nutrition Security (ProFoNS) through organic farming in Falaba District, Northern Sierra Leone. The Project proposed to contribute to the improvement of the livelihoods of youths and women in Falaba District, North Eastern Sierra Leone.  The purpose of the ProFoNS Project is to contribute to improving the Food and Nutrition security in Falaba District by ensuring that nutritionally vulnerable populations including children, pregnant and lactating women and adolescent girls have improved nutritional status in line with national targets through improved sustainable agricultural production systems, diversified nutrition, safe drinking water and rural financial services.

 

In order to successfully implement the above project; MADAM is looking for suitably qualified Sierra Leoneans to fill the following position:

 

Finance/Administrative Officer - 1 position 

Job Purpose: Manage the project’s/program’s accounting and Control financial transactions and overall financial situation. He/she should also assist in MADAM/ project’s financial management.  He/she is charged with the overall responsibility for the day-to-day and long-term project support functions. He/she is responsible for running the project office administration, inventories, human resources and procurement. He/she works with the Project Manager to ensure smooth and effective operations of the project support activities in compliance with generally accepted practices of general administrative and human resources policies and procedures of MADAM. Must be familiar with the MADAM’s vehicle, inventory, administrative and HR reporting system. He/she will also ensure high quality, cost efficient and effective and timely services to the project in accordance with MADAM policies and procedures.

 

Reports to: Finance & Administrative Managers

Location:  Kabala town, Koinadugu District

 

Main Responsibilities

  1. Manage the project’s/program’s accounting

  • Maintain accounting related data on the basis of Quick Books accounting software

  • Prepare monthly, quarterly, half-yearly, and yearly financial reports for submission to donors and for periodic audit

  • Prepare account monthly bank reconciliation

  • Fill up the check-book form as required per deadline

  • Prepare vouchers for book-keeping and indicate their cost classification

  • Verify correctness of vouchers, including supporting documents

  • Check receipts and balance from    the field offices’ cash sheets

  • Prepare and control the monthly project journal/balance sheet and present to supervisor

  • Handle petty cash (cash box) 

  • Execute cash payments, collect and prepare proper receipts

  • Follow up on and arrange for a/c receivables and payables settlement (e.g. payment of utilities)

 

  1. Control financial transactions and overall situation

  • Monitor the cash-flow situation

  • Prepare monthly and annual budgets and tracking variances

  • Verify the correctness of the cash book (petty cash and bank transactions) and report results

  • Verify the numerical correctness of contracts and execute payments

  •  Control the annual budget of project components

  • Monitor time allocated to project components

  • Provide necessary documents and reports for internal controlling

 

  1. Assist in the project’s/program’s financial management

  • Prepare monthly payment sheets for staff (salaries) with all deductions

  • Calculate daily allowances and overtime payments

  • Process claims for travel expenses

  • Provide necessary documents for the project’s/program’s financial planning

  • Maintain the office inventory list

  • Immediately reports all problems involving finance and regulations

  • File all important documents regarding the project’s/program’s accounting and finances

 

  1.  General administrative services and logistical activities

Key Tasks:

  • Management of day-to-day office requirements as appropriate and effective for office administrative system 

  • Deal with all utilities services, e.g VHF, water, light, etc.

  • Protect MADAM/Project properties, negotiation due to miscellaneous problems, accident and theft case. 

  • Oversee security arrangements at office to ensure the safety and security of MADAM/Project personnel and property. 

  • Development and management of appropriate coordination mechanisms to ensure that all units are interacting well with each other, with program teams and across different geographical areas. 

  1. Provide overall administrative support in relation to human resource and fleet

Key Tasks:

  • Provide daily support to management/project team. This includes ensuring that all HR related documentation is completed, filed and up-to-date at all times:

  • Create and maintain personnel files 

  • Regularly update staff contact and performance assessment (mid and end year) `information in files and then update organization staff emergency tree and circulate to teams.

  •  Track staff movements in the office including processing of annual leave, prolonged sick leave, maternity leave, unauthorized absence, prepare and submit monthly leave reports by 10th of the following month etc.

  • To support in the recruitment process including receiving application forms, preparation for interviews, contacting candidates, preparing information for appointment letters, etc.

  • Ensure proper induction and clearance of all staff and consultant are done 

 

  1. Procurement of Goods/Services

Key Tasks:

1. Ensure that procurement of materials, equipment and services for the office are in accordance with MADAM’s policies and procedures. Ensure the integrity and transparency of the processes, seeking authority as required.

2. Support the preparations for and conduction of the internal and external audits.

3. Ensure that goods and services are procured based on information supplied by support/other projects staff and ensure that charging information is correctly entered.

4. Check /review procurement request/Store requisition in compliance with the approved budget for all kinds of procurement. Collect quotations, prepare bid analysis (BA), contract purchase order (CPO) and work order as and when necessary according to MADAM procurement policies and procedures

 

  1. Ensure that office/project property & assets records are accurately maintained and updated all the time.

Key Tasks:

  • Prepare and maintain office/project inventory records to include all existing items and ensure receipt of updated reports on the added items. Ensure that the office universal coding system for the furniture fixture and equipment items (FF&E) is followed. 

  • Periodically audit FF&E items to ensure accountability and ensure the preparation of monthly report and Yearly inventory report for project materials accurately and submit to the project Coordinator/Director

  • Establish and maintain the organization guidelines for property & assets items movement among various locations.

  • Establish and regularly update a computerized FF&E lists of office items, conduct physical count of FF&E items of the organization for specific period as and when required and provide the necessary feedback to the Project Coordinator/ Director for necessary action. 

  • Monitor that the inventory number affix for all items (newly procured) are kept updated. Ensure that the room-wise FF&E items of office are correctly prepared and updated as needed

 

  1. Vehicle and workshop Management

Key Tasks:

  • Manage operation, use, and maintenance of office/project vehicles including motorcycles. Complete and/or obtain all necessary governmental vehicle documentation concerning vehicle licence, driving licence, insurance, and other documentation. Also, ensure that such documents/copies are properly filed and kept updated.

  • With the assistance from the mechanic staff ensure repair and maintenance of office vehicles is accurately done in a timely and cost-effective manner. Review all   repair requests and determine urgency of each request.

  • Review and verify the fuel voucher expenses each month for submission to Director. Oversees vehicle expenditures (fuel, maintenance, repairs, etc.) and enter into the vehicle control program and prepare monthly reports on vehicle.

  • Ensure that third party insurance coverage for all organization/project vehicles including motorcycles are obtained and renewed each year.

  • Deal with all administrative reports including accident or loss reports as and when required.

  • Monitor vehicle use to determine if negligence or misuse of MADAM/project vehicles has occurred. In such event, inform to supervisor immediately. Manage the maintenance and use of organization vehicles and ensure compliance with vehicle policy including use of logbooks. Supervise all drivers and make sure that they are maintaining vehicle properly, driving safely, and that vehicles are used effectively and efficiently.

  • Ensure that venue, food, stationary, and other logistics arrangement are in place before the start of workshop.

 

Skills and Competences

  • Some experience in ToT experience

  • Interpersonal and communications skills

  • Professional writing and facilitation skills

  • Commitment to the core values and vision of MADAM

  • Ability to take initiative and work independently

  • Good written and oral communication skills

  • Creative, flexible and capable of working in a fast-moving environment

  • Team player, able to work in a multi-cultural environment 

  • Team player, able to work in a multi-cultural environment 

 

Qualification and Experience

Applicant must possess a university degree in Accounting and Business Management or any related courses in finance and administration with 5 years of relevant professional work experience in an NGO setting with proven experience in office management, administration, human resources management, finance or in a relevant field of discipline in a similar position with a similar organisation.  Fluency in English.  Knowledge of the local working language of the duty station is an asset.

Computer Skills: Advanced PC skills; Word and Excel a MUST.

 

Women are strongly advised to apply. 

 

Applications together with the recent CVs and photocopies of relevant certificates should be sent to: The Administrative Officer, MADAM, 250 Magburaka Highway, Makambo, Makeni or by Email: recruitment4madam@gmail.com    

Closing Date: 22nd October, 2021at 4.00 PM local time