Finance And Administrative Assistant at AFREhealth

The Finance and Administrative Assistant (FAA) will work closely with the AFREhealth Finance Manager and Human Resource and Administrative Officer. S/He will support the Finance Manager in handling day to day financial operations of the Secretariat office. The FAA will also assist the HR/Administrative Officer to ensure the smooth running of the Secretariat and the provision of administrative support to the AFREhealth secretariat and Office bearers.

Reports directly to: Finance Manager or as assigned by AFREhealth President

Duties and Responsibilities

Finance

• Prepare petty cash vouchers and disburse according to approved policies
• Maintain monthly petty cash journal accurately
• Prepare cheque vouchers and cheques for payment to vendors.
• Support the payment of approved cheques to respective Vendors/Payees
• Ensure the completeness of supporting documents of all paid cheques and cash vouchers
• Support to settle all utility bills
• Ensure that all vouchers/documentations are properly filed
• Retrieve all programme advances and related documentations for reconciliation
• Assist in the preparation of monthly reconciliation statements.
• Update various cash books.
• Enter data into QuickBooks Accounting Software (e.g. staff advances, vendor payments, travel expense reports, etc.)
• Support with the retrieval and verification of inventory and stores documents on a monthly basis
• Assist with stock taking on a quarterly basis.
• Assist in the preparation of end of year financial statements.
• Receive approved advances and expense reports from program staff and record them in the log.
• Ensure that financial documents are stamp ‘paid’ on timely basis.
• Review travel expense reports and all financial documents from staff to ensure laid down processes are adhered to before processing.

Administrative

• Ensure that the Secretariat office is professionally presentable and that a l l equipment are maintained in good condition
• Receive, initially respond and appropriately refer all correspondence and inquiries directed to anyone in AFREhealth
• Support the HR & Administrative Officer to coordinate all travel arrangements for staff and guests (i.e. booking of flights and tickets, airport pick up, hotel accommodation etc.)
• Assist in verifying all travel invoices and attach the relevant support documentation and submit to finance representative
• Ensure that stationery for daily use in the stationery/printer cupboards is replenished regularly and request made for additional stocks as needed
• Ensure proper usage and prompt replenishment of supplies and toiletries; and request for additional stocks as needed
• Manage the asset register, materials, and supplies; ensuring that all assets are properly labelled/tagged
• Ensure assets and inventories are well maintained and ensure physical verifications (quarterly and annually)
• Support the HR & Administrative Officer to provide administrative support to the Executive Committee, Governing Council, Standing Committees, Technical Working Groups and other adhoc committee meetings
• Filing and database management
• Support HR & Administrative Officer to ensure completion of records for selected candidates.
• Distribute Medical Insurance cards to new employees and help them in solving their queries related to medical reimbursement claims.
• Coordinate with Insurance Company for processing health insurance claims
• Work with the HR & Administrative Officer in the purchase of office supplies and stationery
• Compile timesheets of staff and keep record of same on a monthly basis
• Update Birthday List as new employees join the Organization.
• Carry out any other responsibilities assigned from time to time

Required Skills or Experience

• Bachelor’s degree in Finance, Accounting, Administration or their equivalent
• Minimum of 4 years work experience in Finance and/or Administration will be an advantage
• Knowledge and experience in QuickBooks or any relevant software
• Good computer skills in MS Word, Excel, and Power point
• Work experience with an international NGO is an advantage

Abilities/Skills:

• Good communication, planning and organization skills
• Ability to multitask
• Willingness to work to meet tight deadlines
• Excellent oral, written communications and presentation skills
• Excellent interpersonal skills to effectively interact with all levels of staff and clients
• Be cooperative, hardworking, flexible & dependable.
• Pleasant, warm and outgoing personality.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
• Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
• Ability to work independently and as a member of a team.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.