Finance and Administrative Officer at Ghana Wildlife Society

Job Summary

•  The Finance & Administrative Officer will have oversight responsibility over the performance of various duties categorized by either financial or administrative support.
•  Administrative responsibilities include file management, correspondence drafting, funding program support, and ensuring supplies to the office are managed and maintained.
•  Administrative duties also include developing and maintaining administrative systems and performing clerical duties, such as word processing, meeting minute taking, scanning and photocopying.

Job Title: Finance and Administrative Officer
Reporting to: Executive Director
Duty Post: Accra

Key Relationships: The post-holder will work closely with GWS colleagues in Accra, the Executive Director and provide support to the GWS Office at Damongo Office in the Northern Region.

Responsible for: Performance of various duties categorized by either financial or administrative support.

Administration:

•  General administrative support to the SIBCI Project.
•  Maintain project and donor documentation records, including project, staff and consultants’
• contracts.
•  Maintain schedules and details of project financial transfers and other project related payments
• required and their due dates.
•  Support the Project Manager to maintain a schedule of internal and external reporting deadlines,
• and ensuring that the donor reporting requirements of project related contracts are fulfilled in a
• timely manner, and that all necessary information required for project reports is received from
• partners in a timely manner.
•  Support the preparation of contracts for consultants and liaising with consultants and partners on specific administrative requirements.
•  Support Project staff in the preparation and implementation of project evaluations and audits.
•  Liaise with the Project Manager to ensure that project and other programme staff comply with the prescribed administrative systems and requirements as set out by GWS.
•  Support GWS on annual strategy review meetings and quarterly programmes meetings.
•  Arrange translations of Project publications when necessary. File systems development and maintenance.
•  Word processing, minute taking, photocopying, scanning, etc.
•  Ensure effective office and kitchen supply management and inventory controls.

Financial:

•  Develop and maintain spreadsheets and reports for tracking expenditure and reporting to the European Union and other donors.
•  Ensure that project expenditures are adequately tracked in accordance with the agreed project budgets.
•  Petty cash management and custody.
•  Support the Project Manager to prepare financial reports as required by the EU and other donors or for internal monitoring.
•  Prepare and monitor requests for transfers of funds to project implementing partners.
•  Keep relevant programme staff informed of incoming and outgoing funds.
•  ake charge of coding invoices and other project expenditures.
•  Take charge of reconciling project expenditure with organisational accounts.

Personal skills:

•  Working knowledge of the Tally ERP system or integrated computer systems.
•  Practical knowledge of computer systems, including internet navigation and various Microsoft Office applications especially Excel.
•  Be able to work under pressure and attend to any ad hoc functions as may be required.
•  Be self-driven and able to work within tight deadlines.

Qualification Required & Experience

•  A Bachelor’s/Masters’ degree or equivalent qualification in Business Administration or Finance.
•  Relevant experience of coordinating conservation projects (at least Euros 100K).
•  A strong technical background and understanding of a range of conservation issues, particularly including protected area management, sustainable agriculture in conservation landscapes, conservation financing.
•  Experience working with partners, government institutions and communities.

Location: Accra