Admin and Financial Assistant Full-Time

Role Purpose

Street Child believes that every child deserves the chance to go to school and learn. Our projects focus on a combination of education, child protection and livelihood support to address the social, economic and structural issues that underpin today’s education crisis. We partner with local organisations and communities to deliver our locally rooted programmes, using evidence to drive learning and the refinement and scale up of programmes to create maximum impact for the most children at the lowest cost. We pride ourselves on being willing to go to the world’s toughest places where others won’t, including remote, hard-to-reach areas and fragile, disasteraffected states across sub-Saharan Africa and South Asia. Since 2008 we have helped over 250,000 children to go to school and learn and supported over 25,000 families to set up businesses so they can afford the cost of educating their children. Street Child is currently working in Cabo Delgado province in Mozambique.

Tasks and Responsibilities

The Admin and Support Assistant will support Street Child’s operation in Mozambique in the area of admin and logistics. This is an exciting opportunity for the successful applicant to be part of humanitarian projects in Cabo Delgado. The successful candidate will be responsible for day-to-day general financial administration. This job role will require flexible working, with potential for internal travel and reports directly to the Senior Finance Officer. Key responsibilities will include implementing a financial and admin management framework, Admin and logistics policies, HR, with the support of the Senior Finance officer and Program Coordinator. The tasks include, but not limited to:

Responsibilities include

Finance

• Ensure availability of finance manual and procedures for employees to access for their understanding;
• Ensure financial transactions are accurately recorded in line with Street Child procedures and standards in a timely fashion;
• Maintain financial records including ledger, journal, petty cash and cash books and bank details;
• During month end closing, ensuring all transactions for the month are recorded accurately and comply with deadlines set by HQ;
• Verify and initiate payments on e-banking;
• Prepare accounts payable documents (e.g. invoices, payment requests) for approval and make local payments under direct supervision of Senior Finance Officer;
• Assist in reconciliation of balance sheet accounts including Pemba staff advance/receivable, petrol advance and petty cash;
• Assist monitoring of Pemba Travel Advance, Claims and Settlements through preparation and maintenance of Travel Claim monitoring sheet;
• Be the liaison between Street Child and local banks;
• Secure the proper filling and storage of all financial records;
• Ensure fixed asset register is maintained and updated regularly.

Administration and Operations

• Ensure staff are aware of, understand and comply with Street Child administration policies and procedures, e.g. procurement, security, travel and expense reporting.
• Ensure timely and accurate payments to vendors.
• Oversee the proper upkeep and maintenance of office premises and working facilities like telephone system, photocopying machines and furniture to provide the best possible physical environment for staff to discharge their duties.
• Ensure all service contracts are valid and maintained.
• Ensure timely verification of stocks and asset utilising inventories held at the office and project sites as deemed fit.
• Manage the vehicle administration activity to ensure proper upkeep of vehicles including cost optimisation, maintenance and usage as per Street Child policies.
• Ensure logbooks are accurate and in order to show complete transparency in vehicle usage.
• Ensure all hired vehicles are insured as per established procedures.
• Manage the logistics of visitors to the country office as required.
• Assist in scheduling and planning for events and conference calls, makes recommendations regarding meeting or equipment facilities.
• Organise and coordinate meetings and calls including travel and hospitality for meeting attendees.
• Assume responsibility for document filing.
• Coordinate domestic and international travel arrangements for visitors, processing travel claims and arranging tickets, visas.
• Supervise staff such as building staff, gardeners, security guards and cleaners. Ensure services are providing value for money and contracts are up to date.
• Any other reasonable duties as required.

Requirements

Experience

• At least 1-2 years documented experience (and work certificates) in a finance administrative /office assistant roles, preferably in an NGO;
• Proficient in the usage of Excel, Navision or similar accounting software required;
• Experience in accounting administration i.e. budgets and payment processes i.e. online systems;
• Experience of working with Multi-Donor Funded projects will be an added advantage.

Education

• Bachelor’s degree in Accounting/ Finance/ Administration or alternatively Senior High School Diploma with relevant work experience;
• Studying for a locally recognized Finance and / or Accountancy qualification.

Competencies

• Strong proficiency in accounting skills related to the position;
• Proactive, with a commitment to quality and accuracy;
• Strong interpersonal, organisational and communications skills;
• High flexibility and occasional availability to work outside regular working hours;
• Able to prioritise, multi-task and work well under pressure with frequent deadlines;
• Ability to work effectively in a multi-cultural, cross functional team;
• Ability to work independently without close supervision;
• Computer literacy with excellent MS Word, MS Excel, Outlook, and PowerPoint skills and accounting systems;
• Knowledge and familiarity with one or more of the following functional areas: procurement, travel, communications, accounting, contracts and agreements, meetings/conference management.

Other Requirements

• Having some level of English proficiency.
• Portuguese required, written and verbal.
• Ability to travel on occasion.

Note: To apply for this position, please send your CV.