job advert: Finance and Administration officer

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 providing financial and administrative support for the Dja Landscape. The FAO will also assist the supervisor(s) in all aspects of finance and administration related to the programs in the Dja landscape to ensure efficient and effective project implementation. This position will closely collaborate with the technical teams across all Dja functions in the field.

Specific responsibilities 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, supporting treasury-related administrative tasks that require urgent attention, constant consultations and frequent follow-ups with field and program staff.

The ideal candidate is committed to excellence, possesses high integrity, and demonstrates dedication. They should provide timely, accurate, clear, and comprehensive information, and support AWF’s program team(s) in achieving overall program goals.

The position reports to the Landscape Manager with matrix reporting to the Finance and Administration Manager, Cameroon. It is based in Somalomo, the northern sector of the Dja Landscape, and may require travel within the landscape as needed.

Responsibilities

1. Compliance

• Ensure that the team understands and adheres to AWF and donor financial and administrative policies and procedures.
• Ensure compliance with internal controls to prevent issues of fraud and misappropriation of assets within the program, and promptly report any known or suspected instances of fraud and abuse.
• Ensure strict adherence to organizational policies and identify any issues to the supervisor.
• Familiarize oneself with donor contracts to provide advice on compliance with the use of donor funds and associated accounting.
• Oversee cash flow operations for the AWF Dja Project by projecting cash needs according to established work plans.
• 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 by the Landscape Manager and Finance and Admin Manager.
• Ensure timely submission of key financial reports to the Finance and Administration Manager for validation.
• Ensure accurate posting of all expenses for monthly book closing.
• Provide support to field staff in various functions, including system training, transaction processing on their behalf, and ensuring proper scanning and backup of financial documents on shared drives.
• Process bank payments in cash, check, or through electronic payment platforms following internal control procedures and after validation of payment requests, ensuring the provision of quality supporting documents and prior approvals by the Landscape Director or Finance and Administration Manager.
• Manage the Dja bank account and ensure strict adherence to AWF’s policies regarding bank and cash management.
• Manage Dja petty cash following AWF’s financial policies, ensuring proper approval of expenditures and top-ups before month-end closing.
• Perform bank and cash reconciliations in the system as part of the monthly close-out.
• Input and submit 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 expense reviews, 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, ensuring timely clearance of outstanding items and taking corrective follow-up actions when required.
• Process staff travel advance requests/reimbursements, disburse cash, review advance retirements, generate credit memos, and identify any issues.
• Reconcile employee vendor cards and travel advance holding account regularly, ensuring monthly banking of field travel balances.
• Assist in the preparation of Dja budgets, accounting and financial reports, statistical reports, and other required reports.
• Assist the Budget and Grants Team in preparing required grant reports for donor submission, including reviewing monthly grant budget reports distributed by the Budgets and Grants Team, making necessary expense coding corrections, and reviewing reports 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 audits by providing necessary support and appropriate documentation.
• Contribute to all external and internal audits conducted by auditors.

3. Administrative Roles

• File and ensure archiving of all office documents, including procurement and financial documents, following established systems.
• Maintain electronic logical coding, indexing, and references for scanned documents.
• Ensure proper upkeep of Dja offices, equipment, and other facilities in coordination with AWF Logistics Officer.
• Maintain accurate asset records in the automated system and perform quarterly asset verifications and reconciliations with the Logistics Officer.
• Oversee timely field procurements in collaboration with the Logistic Assistant and in liaison with Yaounde and Central procurement teams.
• Ensure compliance with the vehicle management policy by field teams with the supportof the Logistics Assistant.
• Supervise and provide guidance to the Drivers and Logistics Assistant, ensuring efficient fleet management, including vehicle maintenance, fuel consumption, and vehicle scheduling.
• Support the procurement process, including obtaining quotes, drafting purchase requests, and ensuring compliance with AWF procurement policies.
• Facilitate logistics for workshops, meetings, and events in the Dja Landscape, including venue bookings, participant travel arrangements, accommodation, and catering.
• Assist in organizing and coordinating travel arrangements for staff and visitors, including flight bookings, hotel accommodations, and airport pickups.
• Support the organization of workshops, trainings, and other events, including logistical arrangements, materials preparation, and participant coordination.
• Coordinate with IT and HR departments to ensure timely provision of necessary equipment and support to staff in the Dja Landscape.
• Other administrative tasks as assigned by the supervisor.

Qualifications and Experience

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field. Professional certification (e.g., ACCA, CPA) is highly desirable.
• At least 3-5 years of relevant work experience in finance and administration, preferably with an international NGO or development organization.
• Solid understanding of financial and administrative processes, including budgeting, accounting, procurement, and logistics.
• Experience with financial reporting, budgeting, and grant management.
• Strong knowledge of financial management systems and proficiency in Microsoft Excel and other accounting software.
• Familiarity with donor regulations and compliance requirements (e.g., USAID, EU, UN) is preferred.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy in financial data management.
• Strong interpersonal and communication skills, with the ability to effectively collaborate with colleagues at all levels.
• Ability to work independently with minimal supervision and as part of a team.
• Proactive problem-solving skills and ability to anticipate and address issues.
• Fluency in English and French (written and spoken) is required.
• Willingness to travel within the Dja Landscape as needed.

To apply for the position, please follow these steps:

1. Click on the following link to access the full Job Description: Job Description Link.
2. Review the Job Description carefully to understand the responsibilities and qualifications required.
3. If you meet the requirements and are interested in the position, proceed with the application.
4. Submit your application through the provided link.
5. Please note that only shortlisted candidates will be contacted for further steps in the selection process.

The closing date for applications is February 6th, 2024.