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  • Posted: Jul 24, 2019
    Deadline: Aug 2, 2019
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    Fairtrade is a global movement which addressees the injustices of conventional trade by supporting smallholder farmers and workers to secure better terms of trade.Fairtrade Africa, a member of the wider International Fairtrade movement represents Fairtrade certified producers in Africa and the Middle East.


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    Regional Administration Officer

    Job Descriptions

    Administration and Logistics Support

    • Identify appropriate physical offices or work spaces for staff for all the countries in the region that meet the needs and available FTA budgets
    • Ensure the relevant office contracts are signed
    • Ensure the office has effective administrative rules, systems and procedures
    • Gather and collate information for tasks initiated by the Operations Manager and/or Head of Region (HoR)
    • Liaise with staff and external contacts on behalf of the Head of Region
    • Arrange all travels (national, regional and international), transfers and accommodation bookings for the HoR and members of the Board, staff and assist during their stay
    • In liaison with Business Development Advisors and Business Support Officers organize and arrange producer visits for the HoR and other visitors
    • Support logistics for all travel for the Regional Team
    • Under the direction and guidance of the HoR and Operations Manager, provide administrative assistance to Board of Directors including organizing itineraries for partner Directors coming from outside regional office
    • During Regional Board meetings, ensure availability of meeting rooms, external venues, equipment, materials and catering arrangements as required Finance Support

    Finance Support

    • Prepare and maintain cash controls, reconciliation of bank statements and process invoices and purchase order systems in accordance with the FTA financial policies.
    • Maintain, reconcile and advise on updating the general ledger
    • Develop procedures and oversee controls in issuing all payments and cheques ensuring timely payments.
    • Issue invoices, receive payments and maintain the ledger
    • Ensure transactions are properly recorded and entered into the computerized accounting system
    • Prepare monthly, quarterly and yearly financial statements as required by FTA policies and procedures.
    • Prepare periodic reports on variances as required
    • Prepare for and assist with the regional annual audits
    • Maintain the computerized accounting system
    • Maintain financial files and records to substantiate transactions and audit
    • Maintain the office petty cash and staff imprest systems
    • Safeguard assets by ensuring proper recording keeping
    • Assist with preparation and consolidation of the regional budgets
    • Assist in development and regionalization of FTA financial policies and procedures
    • Ensure local tax laws and regulations are adhered to, by withholding, remitting and paying all taxes due and in due time
    • Advise and update the Operations Manager, Head of Region and the Finance Manager on all matters relating to local tax laws and regulations

    Human Resource Support

    • Ensure compliance with relevant labour legislation for all countries in the region and Human Resources and Administration policies, procedures and guidelines
    • Prepare and administer the staff payroll and ensure statutory deductions are administered in time in liaison with Finance and HR at the secretariat
    • Support the HR & Admin Manager in field recruitment exercises by setting and organizing interviews appointments, interview folders, and sending out regret letters
    • Liaise with the HR and Administration Manager and the Head of Region to ensure timely renewal processes for contracts.
    • Lead in on-boarding of incoming local staff and prepare their induction programmes
    • Monitor and track staff leave types and status ensuring regular updating of the leave database and status report sent out to line managers, in coordination with line managers and advice accordingly.
    • Update and ensure staff medical, pensions and all other insurances are current
    • Create and maintain employee files, including CVs, employee certificates, employees bio-data, performance management forms, exit interview and leaver forms and ensure that all staff files and records are up to-date at all times.
    • Report monthly payroll changes e.g. new hires, exits, change in salaries, promotions, etc.to relevant authorities
    • Support in pension administration by maintaining all pension records, including information on employer and employee contributions.
    • Application for work permits as required.
    • Prepare & submit HR & payroll reports to the Head of Region and HR and Administration Manager

    Office Assets Management

    • Maintain an up to date office asset register and corresponding Asset Insurance
    • Coordinate office equipment maintenance and repairs to ensure equipment are in good working conditions
    • Ensuring timely payment of utility bills (water, electricity, internet,) and Office occupancy
    • Sort, review, screen and distribute incoming and outgoing mail; prepare, compose and ensure timely responses to a variety of routine written inquiries.
    • Establish rapport with suppliers and prepare engagement contracts
    • Manage office procurement processes by ensuring that competitive bidding has been done; prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete.

    Required Skills or Experience

    • A degree in Business Administration, HR, Finance or related courses

    Other Specialist Training or Certifications

    • Certified Accountant
    • Diploma in HR/ Finance or related fields

    Minimum Years of Relevant Experience
    At least 3 years’ experience in a similar position

    Competencies required

    • Excellent numeracy skills
    • Skills in using MS Office applications especially Word, Excel, Outlook and PowerPoint and knowledge of accounting software
    • Experience in developing and tracking of budgets
    • Excellent oral and written communication
    • Knowledge of the local taxation laws and general accounting convention
    • Knowledge of the Labour laws in the region

    go to method of application »

    Finance Assistant

    Job Description

    Finance Management

    • Assist in the execution of the FTA financial policy manual, systems and procedures
    • Make payments to all suppliers
    • Ensure correct postings are made in the financial system
    • Prepare cheques for signing
    • Reconcile the bank account & petty cash balances
    • Ensure accurate data entry of financial reports in the system
    • Regularly prepare financial activities reports when required.

    Requisitions and Procurement

    • Prepare requisitions for revenue for facilitation of workshops and trainings sessions
    • Prepare and facilitate requisitions for procurement of office assets and other office running costs
    • Establish, maintain and update suppliers data base
    • Regularly, maintain supplies database
    • Facilitate travel requests for FTA consultants, board members and staff

    Budgeting

    • Assist in monitoring office budgets and provide regular reports and alerts.
    • Liaise with relevant managers in drafting budgets

    HR and Administrative Support

    • Ensure all transport and travel issues are handled effectively
    • Ensure the kitchen supplies are provided
    • Maintain manual and computerized records of staff files
    • Ensure annual renewal of licenses is done on time
    • Establish good relations with suppliers
    • Providing answers to customers and picking calls

    Filling and Retrieval System

    • Establish an effective filing system for the finance  & HR documents and files

    Required Skills or Experience

    • Bachelor’s degree in Finance/Accounting

    Other Specialist Training or Certifications

    • CPA, Diploma in Business Administration, IT or related courses holder

    Minimum Years of Relevant Experience

    • At least 3 years’ experience of providing administrative support, HR and Finance

    Skills and Competencies Required

    • Knowledge of Systems & Procedures
    • Knowledge of financial systems, including accounting systems and budgetary control

    Competencies

    • Skills in using MS Office applications especially Word, Excel, Outlook and PowerPoint and knowledge of accounting software
    • Knowledge of the local taxation laws and general accounting convention
    • Knowledge of the Labour laws in Cote d’Ivoire
    • Excellent analytical skills
    • Excellent written and oral communication skills
    • Creative and innovative
    • Strong interpersonal skills
    • Ability to work with English language

    Method of Application

    An application form (CVs will not be accepted) can be found on the jobs and volunteering page of our website http://www.fairtradeafrica.net/about-us/jobs-and-volunteering/

    • If you have any queries, please e-mail [email protected] or call +254 202721930 and ask to speak to a member of the HR team .
    • Qualified applicants will be subjected to background checks as a pre-condition of employment.
    • Completed applications should be saved in the applicant’s name and the position (RAO GHANA), and be e-mailed to [email protected] .
    • All applicants should state how they meet essential requirements of the post and include their email address, telephone contacts and three referees with contact details on the application form.
  • Send your application

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