Job Description
Title: Finance and Administration Officer, Dja Landscape
Division: Finance and Administration
Reports to: Landscape Manager (LM)
Matrix Management: Finance and Administration Manager,
Cameroon Supervise: Drivers (Lomie and Djoum) and Logistics Assistant, Dja Landscape
Location: Somalomo, Cameroon
Job Summary
The Finance and Administration Officer (FAO) will be responsible for Financial and Administrative support for the Dja Landscape. The FAO will also support the supervisor(s) in all aspects of finance and administration relating to the programs in the Dja landscape to ensure efficient and effective implementation of projects. The position will collaborate closely with the technical teams of all Dja functions in the field.
Specific roles include but are not limited to daily processing of invoices and staff portal expenses in compliance with AWF’s internal and donor policies and procedures, support treasury related administrative and routine tasks that require urgent action, constant consultations and frequent follow-ups with field and program staff.
The jobholder is committed to excellence, have high integrity, and dedication. They should provide timely, accurate, clear, and complete information, and support AWF’s program team(s) to achieve the overall program goals.
The position will report to the Landscape Manager with matrix reporting to the Finance and Administration Manager, Cameroon. This position will be based at Somalomo, the northern sector of Dja Landscape and will require the jobholder to travel within the landscape as needed.
Lire aussi: >> Avis de recrutement : 100 Commerciaux VéO CANAL+.
Responsibilities
1. Compliance
- Ensure that the team understands and adheres to AWF and donor financial and administrative policies and procedures.
- Ensure that internal controls are respected to avoid issues of fraud and misappropriation of assets within the program, and to report all instances of known or suspected fraud and abuse promptly.
- Ensure organization policies are strictly adhered to and identify any issues to the supervisor.
- Familiarize with the donor contracts to be able to advise on compliance with the use of donor funds and associated accounting.
- Oversee cash flow operations for the AWF Dja Project by ensuring timely projection of cash as per established workplans.
- Support smooth month-end close processes.
2. Finance and Accounting roles
- Participate in the accounting month end closing process and ensure timely submission of Dja financial reports for validation to Landscape Manager and Finance and Admin Manager.
- Ensure timely submission of key financial reports to the Finance and Administration Manager for validation.
- Ensure complete posting of all expenses for the monthly close of books.
- Provide support to field staff in several functions varying from system training and assistance to actual processing of transactions on their behalf. Ensure financial documents are properly scanned and backups are maintained on shared drives.
- Process bank payments according to internal control procedure in cash, check or through the electronic payment platform after validation of payment request and ensure quality support document are provided and after prior approvals by the Landscape Director or Finance and Administration Manager.
- Maintain Dja bank account and ensure strict respect of AWF policy in terms of bank and cash management.
- Manage Dja petty cash inline with AWF financial policies and ensure proper approval of expenditure and top-ups are done prior to month end closing.
- Perform bank and cash reconciliations in the system as part of the monthly close-out.
- Input and submit any direct invoices with adequate documentation and follow up with field staff on any delayed approvals. Process approved and posted system payments.
- Support sub-grantees with timely expenses reviews and proper procedures and reporting any questionable costs and non-compliance issues.
- Assist in performing supplier statement reconciliations and address ad-hoc vendor queries.
- Monitor vendor advances and other receivables and ensure timely clearance of vendor outstanding items, taking corrective follow up actions where required.
- Process staff travel advance requests/reimbursement, disburse cash, review advance retirements, generate credit memos, and identify any issues.
- Reconcile employee vendor cards and travel advance holding account on a regular basis and ensure field travel balance deposits are banked monthly.
- Assist in the preparation of Dja budget, accounting, financial reports, statistical reports, and other reports as required.
- Assist Budget and Grants Team in preparing required grant reports, for submission to the donor by reviewing monthly grant budget reports distributed by the Budgets and Grants Team, making corrections to expense coding, as necessary. Reviewing reports as necessary with program implementation teams.
- Support cost match tracking and monitoring for all grants that require AWF’s contribution as per agreement.
- Participate in internal and/or external audit by providing necessary support and appropriate documentation.
- Contribute to all external and internal audits with auditors concerned.
3. Administrative Roles
- File and ensure archiving of all office documents this includes procurement & financial documents as per established systems.
- Maintain electronic logical coding, indexing, and references of scans.
- Ensure proper upkeep of Dja offices, equipment, and other facilities in coordination with AWF Logistics Officer.
- Ensure asset records in automated system and quarterly asset verifications and reconciliations are performed by Logistics Officer.
- Oversee timely field procurements in collaboration with Logistic assistant and in liaison with Yaounde and Central procurement teams.
- Ensure the vehicle management policy is properly followed by field teams with the support of Logistics Assistant.
- Ensure integrated internal controls, timely payment of vendors and full, auditable procurement support documentation filing in coordination with Admin and program departments.
- Assist with program logistics and facility management. Ensure the front office is professionally managed.
- Ensure the guests and callers receive professional, courteous, prompt, and pleasant service and messages are delivered to program staff in a timely fashion.
- Inspect equipment, structures, or materials to identify possible causes of security lapses and communicate the findings to the Landscape Manager.
- Provide security briefing to staff as needed and ensure that all staffs adhere to security policies and procedures. This includes briefing to all newly recruited staff.
- Contribute to the supervision to Logistics Assistant, guards, caretakers, and other needed administrative personnel provide for required office services and supplies.
- Take on other relevant duties as assigned by supervisor(s).
Requirements and skills
- Bachelor’s degree in finance, Business, and Accounting.
- Certified Public Accountant (CPA).
- At least five (5) years of progressively responsible professional experience in financial accounting, preferably in an international environment (NGO or Company).
- Experience working with government and donors.
- Experience in using ERP system is highly desirable.
- Proficiency in the use of MS Office applications, particularly advanced level in MS excel is required.
- Ability to work as part of a team in a multicultural environment.
- Knowledge of any accounting system is an added advantage.
- Ability to pay attention to detail and follow instructions.
- Self-organized and able to take own initiative.
- Easy to train and coach with a willingness to learn.
- Ability to manage sensitive and confidential matters with the highest level of professionalism.
- Ability and willingness to live in remote location with sometimes physically challenging conditions.
- Strong problem-solving abilities and organizational skills, and
- High ethics and a personal commitment to transparency and accountability.
- Fluent in English and French.
How to apply ?
- Interested candidates are invited to view full Job Description and apply using this link https://bit.ly/496XZsC
Only shortlisted candidates shall be contacted.
CLOSING DATE: February 6th, 2024
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