Temporary Finance and Administrative Assistant at World Agroforestry Centre (ICRAF)

Job Summary

The Finance and Administrative Assistant will provide financial and administrative support to AFF in collaboration with other units within the institution.

Job Description

Financial Management

•  Support in implementation of financial policies and procedures.
•  Support the facilitation of all financial procedures in adherence to internal control systems.
•  Liaise with ICRAF on financial matters between the two organizations.
• Offer support in the administration and reconciliation of relevant accounts to keep clear records of all AFF accounts.
•  Ensure transactions are well documented and properly recorded and well into the ICRAF Agresso accounting system.
•  Facilitate in disbursement of funds to various AFF partners based on related financial agreements between AFF and other institutions and individuals collaborating and working with AFF. Follow up and review accounting reports for disbursements done, provide relevant feedback and guidance to partners to enhance accuracy of partners accounting reports.
• Support the facilitation of the financial aspects related to organization.
•  Initiate and follow-up on payments and reimbursements for suppliers and contracted experts.
• Maintain an updated data base of the AFF experts’ payments based on real time data posted in the Agresso system.
•  Prepare monthly bank reconciliations for all AFF bank accounts.
• Provide support in the preparation of budgets and financial reports.
• Support the execution of the annual financial audit.
•  Ensure proper filling and archiving of AFF’s financial documents, including contracts with donors, minutes of meetings with donors, and minutes of Finance Committee.

 Administrative support

• General administrative support to staff at Secretariat, AFF’s experts and consultants, members of the organs of AFF.
• Support in facilitation of procurement of project goods and services, usage, and monitoring of supplies and equipment.
• Support in handling of administrative aspects related to organization and execution of meetings, workshops, and conferences.
• Support in the maintenance of the AFF assets register, do periodic verification to ensure assets records are well maintained.
• Assist in responding to concerns raised by AFF contracted experts and partners.
• Maintain address lists, in collaboration with the Senior Administrative Officer.
• Assist in coordinating travel arrangements for AFF staff and for people sponsored by AFF.
• Respond to routine correspondence.
• File correspondence, reports, minutes, project files, etc.
• Other duties as may be assigned from time to time.

Requirements

• Bachelor’s Degree in Commerce /Business Administration or a related field.
• CPA (11) or international equivalent.
• 4 years’ experience in financial management, accounting, and administration preferably with donor-funded international organizations and NGOs.

 
Personal attributes and competencies

• Attention to details.
•  High level of integrity.
• Ability to Communicate effectively and decisively.
•  Ability to organize and manage multiple priorities, work under pressure, and meet deadlines.
• Good understanding of budgeting and financial management procedures.
• Proficiency in the use of ERP accounting software preferably the Agresso system.
• Computer Proficiency in general office software (Word, PowerPoint, Excel) is required.
•  Knowledgeable in office administration.
• Excellent Interpersonal skills demonstrated ability to work effectively in a multicultural team.
• Strong self-starter with initiative to identify opportunities and take appropriate action.
•  Proactive In problem solving and positive approach to learning on the job.
• ​ Be fluent in English.

Closing date: 20 April 2022