Finance & Admin Assistant – World Vision Zimbabwe

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Job Summary

 

The Finance and Admin Assistant is responsible for helping ensure the provision and the execution of programme finance services and the effective and transparent utilization of financial resources including the integrity of financial and administrative services. The incumbent promotes a client-oriented approach consistent with WVZ and Donor standards, rules and regulations in the utilization of program finances.

Duties And Responsibilities

 

Support implementation of Finance Services

Timely and accurate procurements and payments with full compliance with WVZ and donor rules & regulations;
Help ensure implementation of effective internal controls, proper functioning of a client-oriented financial resources management system, control mechanism for development projects through monitoring budgets preparation and modifications, budgetary status versus utilized budgets, follow up with project managers and finance for development projects.
Maintenance of the internal expenditures control system which ensures that purchases processed are matched and completed, transactions are correctly recorded and posted in the system; travel claims, and other entitlements are duly processed;
Proper control of the supporting documents for payments and financial reports to projects; preparation of all types of vouchers.
Allocation of Common services expenses and recurring office expenses;
Management of Cash receipts. Money received are timely recorded and reported.
Secure core and critical project documents
Accurate procurements and payments done
Implemented internal controls on finance services
External expenditure controls
Support documents for payments, financial reports etc
Cash receipts and records for reimbursements
Provision of Administrative and logistical support

Support to staff travel in the Operations District including Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for meals, identity cards and other documents;
Administrative support to conferences, workshops, retreats;
Support to office space arrangement, floor plan, and relevant purchase of office furniture;
Support to assets management and physical assets verification;
Support to maintenance of premises and common services, office insurances and management of document storage
Maintenance of files and records relevant to lease agreements.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
Telephone expenses properly reviewed and personal usage being followed up and paid timely by individual staff.
Monitoring of Travel Advance, Claims and Settlements through preparation and maintenance of Travel Claim monitoring sheet. Record submission of F10 claims against advances. Overpaid DSA being followed up and paid timely
Support management of fleet, fuel, and fuel cards
Support and travel documents well prepared and available
Administrative services on conferences, workshops, retreats etc
Office support, furniture and assets
Files and records of lease agreements, stationery and telephone services, internet etc
Fuel recons
Support to month-end and year-end closures

Reconciliation of balance sheet accounts including staff advance/receivable, Petrol advance, petty cash;
Coordination with petty cash custodians in project offices for timely completion of monthly petty cash reconciliation and replenishment;
Support month-end and year-end closure through report preparation and submission including e.g. travel claim monitoring sheet, petty cash reconciliation, review and monitoring of receipt accrual and payment voucher status.
Ensure all relevant documentation of assets movements and distributions are properly maintained
Reconciliations properly done on fuel, petty cash, advances, etc
Reports such as claims sheets, cash reconciliations, payments status etc
Reports on assets movements and distribution
Human Resources Management

Support Supervise the Drivers and Office Orderlies.
Manage leave for the team.
Identify training gaps and recommend capacity building trainings for the team.
LDR support for staff
Well managed team
Submission of Performance Appraisal forms timely

Qualifications And Experience

 

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Diploma in Accounting, Finance and or Secretarial
Good typing skills and speed.
Knowledge and experience in computers especially Microsoft word, Excel, Spreadsheet software, Lotus Notes.
Knowledge of database management.
Able to speak local languages.
In-depth knowledge of humanitarian work.
Be a team player.

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