Job offer: Administrative & Finance Assistant

Job Vacancy: Administrative & Finance Assistant – Good Neighbors International (GNI), Yaoundé, Cameroon

• Position: Administrative & Finance Assistant
• Number of Vacancies: 01
• Location: Head Office, Yaoundé
• Starting Date: As soon as possible
• Reports to: Administrative & Finance Manager

About Good Neighbors Cameroon:

Good Neighbors Cameroon (GNCMR) is a renowned international non-governmental organization (NGO) with its headquarters located in Yaoundé and field offices in Maroua and Mbalmayo. GNCMR focuses on sustainable community development through projects in key sectors such as food security, education, child protection, water and sanitation, health, environment, gender equality, and advocacy.

Collaborating with international partners like the United Nations and other INGOs, Good Neighbors Cameroon aims to address pressing development and humanitarian challenges. The organization is supported by Good Neighbors Global Partnership Center (GN GPC) based in Korea and is currently funded to continue implementing the “Neglected Tropical Disease (NTD) Control Project” in Cameroon.

Job Overview:

The Administrative & Finance Assistant will play a pivotal role in ensuring the smooth execution of administrative and financial tasks related to the project. Reporting to the Administrative & Finance Manager, the Assistant will collaborate with both staff and volunteers to support the operational efficiency of the organization.

Responsibilities:

• Assist in managing the day-to-day administrative and financial operations of the NTD Control Project.
• Process and track project expenditures, ensuring alignment with budget allocations.
• Support the preparation and maintenance of financial records, reports, and documentation.
• Handle general office administration, including scheduling meetings and maintaining office supplies.
• Coordinate with vendors and stakeholders for procurement and logistics management.
• Ensure compliance with organizational and donor policies, procedures, and regulations.
• Assist in preparing and monitoring financial forecasts and budgets for the project.
• Maintain accurate and up-to-date records of financial transactions and support audits when required.

Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Proven experience (minimum 1 year) in administrative and finance support, preferably in the NGO sector.
• Familiarity with financial software and office management tools.
• Strong organizational skills, with attention to detail and the ability to manage multiple tasks.
• Excellent communication skills, both written and verbal, in English (French proficiency is an added advantage).
• Ability to work effectively in a multicultural team environment.
• Knowledge of financial regulations and reporting standards is a plus.

KEY RESPONSABILITIES (not all-inclusive)

Job Description: Administrative & Finance Assistant

Finance Responsibilities:

• Assist in the development and maintenance of financial systems under the guidance of supervisors.
• Support supervisors in planning, directing, and controlling accounting and financial operations.
• Assist in preparing accounting reports and related financial documentation.
• Prepare all payment requests concerning the Plan of Action (POA), procurements, and staff travel.
• Monitor the execution of budget lines and provide support in the preparation of monthly financial reports.
• Evaluate finance requests from field staff for different activities, ensuring alignment with the planned budget before submitting them to supervisors through the online platform.
• Process payments for transportation related to program participants.
• Ensure all documents for monthly financial closing are ready (scanning files, cash exchange, etc.).
• Collect and archive financial documents, ensuring all supporting documentation (PR, invoice, payment receipts, quotations, emails, etc.) is included.
• Manage petty cash, ensuring proper tracking and reconciliation.
• Double-check all supporting documents related to payments before submission or filing with supervisors.
• Ensure timely payment of invoices in accordance with required deadlines.
• Assist in preparing for internal controls and external audits.
• Contribute to the analysis of pro-formas and assist supervisors in recording monthly financial reports.
• Support budget planning for activities, including financial projections and analysis.

Administrative Responsibilities:

• Maintain detailed HR files for all staff, ensuring accuracy and confidentiality.
• Prepare and manage leave requests for support staff using the Docswave platform, updating leave balances, and archiving leave documentation.
• Support the implementation of administrative procedures and systems, ensuring compliance with Good Neighbors’ internal policies and donor requirements.
• Ensure the weekly filing of administrative and financial documentation, including official letters, accounting documents, and payment requests, in line with the organization’s filing system.
• Assist in preparing documents for meetings, seminars, workshops, and conferences, and support the finalization of related reports.
• Undertake administrative actions for the procurement of equipment and services, including preparing restricted quotations, purchase orders, consultancy contracts, payment requests, and monitoring these processes.
• Develop and maintain a filing system for incoming and outgoing couriers, establishing both physical and electronic systems for archiving and recording documents, including special files of a confidential nature.
• Coordinate hotel bookings, taxi arrangements, and flights for staff and guests.

Job Description: Admin and Finance Assistant at Good Neighbors Cameroon

Position Overview: The Admin and Finance Assistant will manage all project equipment and maintenance, actively contribute to training in-country project staff regarding GNCMR’s Finance & Administration regulations, and collaborate with the team to foster and maintain positive partnerships with colleagues. The role also requires ensuring internal shared documents are kept up-to-date.

Key Responsibilities:

• Manage and oversee the maintenance of all project equipment.
• Assist with training project staff in adherence to GNCMR regulations, particularly in Finance & Administration.
• Collaborate effectively with team members to nurture strong working relationships with colleagues.
• Regularly update and maintain internal shared documents.

Required Qualifications: To be considered for this position, candidates must meet the following minimum qualifications:

• A Bachelor’s Degree in Finance, Business Administration, Accounting, or a related field.
• A minimum of 2 years of directly relevant work experience, or an equivalent combination of academic and professional experience.
• Proficiency in both written and spoken English and French.
• Strong interpersonal and report-writing skills.
• Attention to detail, with a proactive and adaptable approach to tasks.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Familiarity with accounting software, particularly QuickBooks, is an asset.
• Strong analytical abilities and the capacity to summarize data effectively.
• Integrity in all professional dealings.
• Ability to work under pressure while maintaining a positive attitude and high productivity.
• Willingness to travel domestically as needed.
• Previous experience with international NGOs is an advantage.

Recruitment Process: Good Neighbors Cameroon follows a three-stage recruitment process:

1. Pre-selection: Based on the initial application (only shortlisted candidates will proceed to the next stage).
2. Written Technical Test: Candidates will be invited to take a written technical assessment.
3. Oral Interview: Shortlisted candidates will be invited for an oral interview.

At each stage, only selected candidates will be contacted.

How to Apply: Interested candidates should submit the following documents via email to recruiting.gncmr@gmail.com with the subject line “Admin and Finance Assistant – GPC/NTD”:

• A cover letter
• An updated CV, including three professional references
• A copy of the highest degree obtained and relevant work certificates

Application Deadline:

• Applications must be submitted no later than January 22, 2025 at midnight (local time). Late submissions will not be considered.

Additional Notes:

• Female candidates are strongly encouraged to apply.
• Good Neighbors Cameroon will not cover any expenses incurred during the recruitment process.
• Any fraudulent documentation will result in immediate disqualification.
• The recruitment process is entirely free of charge, and Good Neighbors will never ask for payments at any stage. Any such requests should be reported to local authorities.

Equal Opportunity Employer: Good Neighbors is committed to providing equal employment opportunities to all employees and applicants, regardless of race, color, religion, gender, national origin, age, disability, or veteran status.

Important: Only shortlisted candidates will be contacted for an interview.

Deadline for Applications: January 22, 2025 (Midnight, Local Time).