Finance and Administration Officer

Location: Campo

Application Deadline: July 20, 2023

Position Summary

The Finance and Administration Officer will be responsible for Financial and Administrative support at the field level and will work closely with the technical teams on site. He/She will support the Technical Advisor/Landscape Manager in all aspects of finance and administration relating to the programs in the Campo Ma’an landscape to ensure efficient and effective implementation of projects. Specific tasks will include daily processing of invoices and staff portal expenses in compliance with AWF’s internal and donor policies and procedures. The position will also provide support on treasury related administrative and routine tasks that require urgent action, constant consultations and frequent follow-ups with field and program staff. The position will report to the Technical Advisor/Landscape Manager with matrix reporting to the Finance and Administration Manager. This position will be based in Campo Ma’an National Park.

Key Duties and Responsibilities

Compliance Roles

• Ensure that the team understands and adheres to AWF and donor financial and administrative policies
• and procedures.
• Ensure that internal controls are respected so as to avoid issues of fraud and misappropriation of assets within the program. Report all instances of known or suspected fraud and abuse promptly.
• Ensure organization policies are strictly adhered to and identify any issues to the supervisor
• Familiarise with the donor contracts so as to be in a position to advise on compliance with the use of donor funds and associated accounting.
• Ensure staff compliance with time reporting requirements
• Oversee cash flow operations for the Campo Ma’an Project by ensuring timely projections of cash as per established workplans.
• Support smooth month-end close process

Finance and Accounting Roles

• Provide support to field staff in several functions varying from system training and assistance to actual processing of transactions on their behalf
• Understand landscape work plans and budgets to ensure appropriate accounting distribution and expense coding in the accounting system.
• Review monthly grant budget reports distributed by the Budgets and Grants Team, making corrections to expense coding as necessary. Review reports as necessary with program implementation teams
• Assist Budget and Grants Team in preparing required grant reports, for submission to the donor.
• Support cost match tracking and monitoring for all grants that require AWF’s contribution as per agreement
• Input and submit any direct invoices with adequate documentation and follow up with field staff on any delayed approvals
• Process approved and posted system payments
• Support sub-grantee with timely expenses reviews and reporting any questionable costs and noncompliance issues
• Assist in performing supplier statement reconciliations and attend to ad-hoc vendor queries
• Ensure complete posting of all expenses for the monthly close of books.
• Maintain an agreed petty cash float with responsibility for accounting of use
• 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.
• Ensure field travel balance deposits are banked on a monthly basis.
• Scan all financial documents and trip expense backups.
• Write and dispatch manual checks as instructed by the supervisor.
• 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 and reconciliations in the system as part of the monthly close.
• Maintain optimum petty cash balances and advise the supervisor of cash replenishment requirements.
• Perform internal and external customer circularization on a monthly basis.

Administrative Roles

• File and archive all office documents (Procurement & financial documents) per established systems.
• Maintain electronic logical coding, indexing, and references of scans.
• Responsible for field vehicle fuel management and ensure accurate record keeping, monitoring system on fuel consumption- Review monthly vehicle log sheets and prepare monthly report of fuel and maintenance for approval by the Country Office. Develop and maintain a vehicle usage calendar to ensure that vehicles are available when needed and increase instances of vehicle pooling. Ensure insurances and license are always updated on time.
• Ensure vehicle fleet management for project vehicles including ensuring a maintenance schedule and vehicle mileage tracking, validation and posting.
• Ensure proper upkeep of Campo Ma’an office, equipment and other facilities.
• Maintain asset records in Serenic and e-assets register. Timely conduct quarterly asset verifications & reconciliations.
• Provide supervision to guards, caretakers and other administrative personnel. Provide for required office services and supplies.
• Oversee timely field procurements in liaison with Yaounde and Central procurement teams.
• Ensure integrated internal controls, timely payment of vendors and full, auditable procurement support documentation filing in coordination with Admin and program departments.
• Ensure that there are sufficient stocks of office consumable materials to mitigate against stock outs.
• Assist with program logistics and facility (travel, space, etc.). Ensure the front office is well managed. Ensure the guests and callers receive professional, courteous, prompt and pleasant service and messages are delivered to program staff timely.
• Inspect equipment, structures or materials to identify possible causes of security lapses and communicate the findings to the landscape manager/ Technical Advisor.
• Provide security briefing to staff as needed and ensure that all staffs adhere to security policies and procedures. This includes briefing to all newly recruited staff.
• Take on other relevant duties as assigned by supervisor(s)

Qualifications

• Bachelor’s Degree in Finance, Business, and Accounting.
• Certified Public Accountant (CPA).
• At least five years’ experience in a busy finance office.
• High level of competence in Microsoft Excel.
• Ability to work as part of a team in a multicultural environment.
• Knowledge of any accounting system is an added advantage.
• Ability to pay attention to detail and follow instructions.
• Self-organized and able to take own initiative.
• Easy to train and willing to learn.
• Ability to manage sensitive and confidential matters with the highest level of professionalism.
• Ability and willingness to live in remote location with sometimes physically challenging conditions.
• Strong problem-solving abilities and organizational skills

       Interested and qualified candidates are kindly requested to send their applications through the website www.awf.org or directly to the email address jobs@awf.org with the position title as the email subject.

   Female candidates are highly encouraged to apply.