Jobs at World University Service of Canada

RESPONSIBILITIES:

The tasks for the FSSP Finance and Administrative Officer include, but are not limited to the following:

FINANCIAL MANAGEMENT

• Managing and monitoring the project related expenditure in accordance with approved project budget in order to ensure that project financial data are maintained in an accurate and timely manner;
• Maintaining the accounts payable and accounts receivable to ensure complete and accurate records of project funding;
• Preparing budgets as well as financial and procurement reports;
• Preparing annual forecast expenditures in accordance with the approved project budget and reviewing financial reports;
• Developing and managing reporting and invoicing for services rendered;
• Maintaining the project’s finances and ensuring that all bank accounts information is properly filed and kept up to-date;
• Prepare payment requisitions and other financial documentation including budgets, expenses and financial reports;
• Administer timely payments and prepare adequate (original and external) support documents for expenditures, banking transactions, travel claims, procurement, consultant/staff contracts and payroll including tax returns and reports to government officials are kept;
• Providing financial advice related to local laws and regulations, financial institutions and the reasonableness of estimated expenses for products or services in the recipient country to support compliance with DFATD financial policies and regulations;

ADMINISTRATION

• Managing travel reservations for sub-contractors and resources;
• Developing and maintaining appropriate databases;
• Developing and maintaining a filing system for all FSSP correspondence and supporting documents;
• Processing payments to subcontractors and suppliers of goods and services procured.

QUALIFICATIONS AND COMPETENCIES:

• Post-graduate degree in a relevant discipline such as business, finance, accounting, logistics, economics, international development, procurement, project management, business administration, engineering or applied science.

Experience

• Minimum ten (10) years of cumulative relevant experience responsible for the financial and administrative tasks and activities of at least three (3) International Development Projects;
• Experience working in a Developing Country or on an International Development Project(s), preferably in Kenya, Somalia and/or South Africa;
• Demonstrated experience managing international development projects with a minimum annual budget of more than $1.5 million CAN;
• Experience managing budgets across two or more different currencies;
• Proven knowledge of office administration, especially record keeping and data management;
• Knowledge and experience in preparing budgets and handling expenses;
• Experience in procurement and providing logistical support ;
• Attention to detail and sensitivity to confidential information;
• Works with a high degree of accuracy in preparing and entering information;
• Able to adapt to changing circumstances, with the capacity to find innovative ways to manage issues and challenges;
• Manages time productively and efficiently and meet changing deadlines;
• Able to work effectively in a dynamic team environment (working both independently and as part of a small team); and
• Excellent interpersonal and team-building skills;
• Good analytical, problem-solving, and decision-making skills;
• Demonstrated ability to use discretion and good judgment; honest and trustworthy;
• Highly proficient in the use of Microsoft Office and Google software including Gmail, calendar, drive, spreadsheet, word processing, and presentation software.
• Commitment to gender equality and social inclusion

Language

• Professional proficiency in English (oral, reading, writing)

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RESPONSIBILITIES:

The tasks for the FSSP Project Coordinator include, but are not limited to :

• Organizing policy dialogues and knowledge-sharing events with other stakeholders, facilitating stakeholder coordination and promoting knowledge-sharing among projects;
• Providing advice, including travel advice, to technical specialists / sub-contractors and resources to complete requested activities, including local government documentation requirements, visa and work permit processes, and related services, such as security, flights and accommodation;
• Assisting with travel and logistical arrangements for subcontractors and other recipients;
• Administering the provision of logistical services, such as event and mission planning, coordination and management;
• Booking secure event space with interpretation, videoconferencing and teleconferencing services; including for large events.

QUALIFICATIONS AND COMPETENCIES:

• Advanced degree in a relevant discipline such as political sciences, law, business, finance, accounting, logistics, economics, international development, procurement, project management, business administration, engineering, applied sciences;

Experience

• Minimum six (6) years of cumulative relevant experience in at least three (3) International Development Projects;
• Experience working in a Developing Country or on an International Development Project(s), preferably in Kenya, Somalia and/or South Africa;
• Proven experience in a number of coordination activities, including:
  • facilitating stakeholder coordination and promoting knowledge-sharing among projects;
  • providing advice on obtaining accommodations, utilities, security, permits and other official documents;
  • providing travel advice, including local government documentation requirements, visa and work permit processes, and related services, such as security, flights and accommodation;
  • assisting with travel and logistical arrangements;
  • administering the provision of logistical services, such as event and mission planning, coordination and management;
  • arranging or confirming meetings;
  • booking secure event space with interpretation, videoconferencing and teleconferencing services; including for large events.
• Attention to detail and sensitivity to confidential information;
• Works with a high degree of accuracy in preparing and entering information;
• Able to adapt to changing circumstances, with the capacity to find innovative ways to manage issues and challenges;
• Manages time productively and efficiently and meet changing deadlines;
• Able to work effectively in a dynamic team environment (working both independently and as part of a small team); and
• Excellent interpersonal and team-building skills;
• Good analytical, problem-solving, and decision-making skills;
• Demonstrated ability to use discretion and good judgment; honest and trustworthy;
• Highly proficient in the use of Microsoft Office and Google software including Gmail, calendar, drive, spreadsheet, word processing, and presentation software;
• Knowledge, understanding and familiarity with Canada’s Feminist International Assistance Policy;

Language

• Professional proficiency in English (oral, reading, writing)