Finance and Administrative Assistant
Finance and Administrative Assistant
JOB DESCRIPTION
The Finance and Administrative Assistant will provide technical support, advice, and assistance in logistics and financial matters, day-to-day administration and ensure efficient and effective coordination and management of logistics and procurement support AWF/ICCN Lomako-Yokokala Faunal Reserve (LYFR) office procurement to ensure good value for money. The position will also work in collaboration with AWF Kinshasa Finance and Administration and the procurement team at AWF’s Nairobi Headquarter office to ensure adherence to AWF’s financial policies. Position will be based in Lomako and will report to the Technical Advisor and Landscape Manager, LYFR and Maringa-Lopori-Wamba (MLW), with matrix reporting to the Finance and Administration Manager in Kinshasa.
Responsibilities
Finance & Accounting
- Provide finance, logistical support to the project, procurement under the orientation of the AWF-DRC Program Finance and Compliance Officer.
- Ensure the transport of equipment implement through adherence to basic administration and accountability in line with AWF-procedures to Lomako Site.
- Properly control partner (ICCN) payment documents.
- Input and submit any direct invoices with adequate documentation and follow up with field staff on any delayed approvals.
- Ensure complete posting of all expenses for the monthly close of books.
- 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.
- Scan all financial documents and trip expense backups.
- File and archive all financial documents per established systems.
- Maintain electronic logical coding, indexing, and references of scans.
- Review trip retirements and identify any issues.
- Administer petty cash float, initiate top-ups, organize petty cash hours and process payments.
- Input petty cash expenses in the system as part of the monthly close.
- Maintain optimum petty cash balances and advise the supervisor of cash replenishment requirements.
Logistics
- Act as the primary support person to the missions and needs of the RFLY;
- Develop and maintain a complete and detailed list of equipment and consumables necessary for operations, with particular emphasis on support to the ICCN, AWF;
- Create procurement, stocking, monitoring and evaluation tools for equipment and consumables.
- Be responsible for procurement of all consumables, including food rations and fuel, necessary to conduct reserve operations;
- Responsible for the arrangement of travel and accommodations of AWF personnel in the landscape;
- Provide the required components of the annual report to the MLW Landscape Manager for compilation, verification, and transmission to AWF and donors;
- Support teams working on park roads, rivers, and other infrastructure;
- Planning
- Conduct work planning and organizing of day workers including their work hours, transport, safety, confirmed presence and payment;
- Identify potential providers for equipment and various services who are based Surrounding the MLW;
- Work with the ICCN and AWF to anticipate and plan future construction and equipment needs;
- Be proactive to anticipate equipment and supply needs to procure them in a timely fashion;
- Communicate with the Landscape manager and Finance and Administration manager on budget aspects of equipment and consumables purchases;
- Identify needs and planning details to establish a mechanical/repair/construction workshops at project sites;
- Review health, safety, emergency, hygiene protocols in place and identify future training needs for personnel under the supervision of AWF;
- Include in the annual report evaluation data and follow-up for site development, maintenance and equipment procurement, and ;
- Other reasonable duties as requested by supervisors.
Administration
- Support and ensure effective implementation of logistics as outlined in the work plan for set up of logistics and operation for the LYFR Arcus Foundation project.
- Help in the implementation of an accountability system for use and maintenance of motorbikes (logbook), and communication (Internet, Inreach Delorme, airtime and Thuraya)
- Organize, receive, transport and arrange documentation and other formalities for incoming
- Assist in performing supplier statement reconciliations and attend to ad-hoc vendor queries.
- Provide oversight for equipment maintenance, repairs and renewals, stationery and stores management and other maintenance in Lomako site.
- Oversee the management of travel and accommodation of AWF/ICCN staff to/from Lomako site.
- Prepare report on motorbikes, repairs and maintenance in collaboration with ICCN logistician once on board.
- Assist the ICCN logistician in the purchase of quarterly Patrol rations.
- Any other duties as proposed by supervisor.
Qualifications
- Bachelor’s degree in Finance, Accounting, Business Administration, Logistic or related field or a Diploma with requisite experience
- Minimum of 3 years’ experience in a similar position (preferably in an international NGO set-up or busy working environment)
- Good knowledge of the MLW landscape.
- Experience managing logistics in remote locations.
- Good knowledge of MS Word and Excel, Internet/email communication skills.
- Ability to communicate effectively in French, knowledge of local languages Lingala is required. Being fluent in English (writing and speaking) is an advantage.
- Ability to pay attention to detail and meet strict deadlines.
- Ability to work as part of a team in a multicultural environment.
- Quick learner / Fast adaptor with high level of flexibility.
- Willingness and ability to work in remote area under physically challenging conditions
- Commitment to AWF and its mission.
Relations
- Internal: AWF DR Congo and Nairobi procurement staff.
- External: ICCN, Provincial and traditional Authorities, Civil Society
---------------------------------------------------------------------------------
Interested applicants can submit are invited to apply on https://www.awf.org/about/careers or directly send their application to email address: jobs@awf.org
Kindly send a cover letter, an updated and detailed CV on a single PDF file, bearing your telephone number, your address and your names, as well as three references. Please put the title of the position you are applying for in the subject line. Only the selected candidates will be contacted.
DEADLINE : 20 APRIL 2023
