Finance and Administrative Assistant at nternational Cocoa Initiative

•  Manage the fleet management software to track the movements and behaviours of drivers and the vehicles on the road to ensure they are in line with our security guidelines
•  Ensure vehicle logbooks are maintained in all the vehicles and that they are properly filled by the drivers and do a monthly analysis of vehicle usage and fuel consumption for reasonability of usage and fuel consumption
•  Work with the drivers to ensure that vehicle maintenance, insurance, and road worthy certificates are timely done, and that all incidence are timely reported
•  Report any incidence of health and security concern on the office premises eg, access to the building, theft, fire risk, pollution etc. to the Country Director/Adm. Officer for immediate remediation
• Coordinate the global security policy implementation and be the security focal point
• Facility management including office consumables
•  Ensure maintenance and repairs works on the office building are promptly detected and corrected
•  Keep a generator logbook and ensure the office generator is regularly serviced in line with the terms of the tenancy agreement
•  Keep records of all office consumables and ensure the right usage and timely replenishment
• Procurement-soliciting for invoices and raising of purchase orders
•  Soliciting for pro-forma invoices or quotations from potential suppliers in line with the ICI procurement policy and office and projects budget
•  Raising of purchase order with all supporting documents attached for relevant approvals

Banking/ Statutory Services

•  Prompt deposit of cash, particularly arising from liquidations of cash disbursed and submit the pay in slip to the finance officer for filing
•  When necessary withdraw cash from the bank for petty cash expenses on the instructions of the Senior Finance Officer
•  Maintain good relations with government offices such as the Ghana Revenue Authority, the Registrar General’s Department, Data Protection Authority for the submission of forms for the payment of withholding taxes, PAYE etc., and the renewal and filing of all statutory documents.
•  Will be required to perform any other duties assigned by the immediate supervisors
• SKILLS
•  Ability to communicate effectively with a wide range of actors;
•  Excellent organizational and planning skills;
•  Excellent command of the Microsoft Office software products, Word, Excel and Outlook.

Qualification Required & Experience

Applicant must have:

•  either a higher diploma or a degree in business or a relevant discipline and
•  at least 2-3 years relevant working experience and demonstrate the willingness and ability to learn within a short period of time.

TRAVEL REQUIREMENTS

• The position is based in in the ICI’s Ghana office in Accra.