Finance and Administrative Assistant - AFREhealth
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To be a responsive and leading African forum in the pursuit of excellence in health research, education and service provision.
AFREhealth’s Mission
To provide African leadership for responsive health professions education, training, research and service delivery through: (a) Partnership/Collaboration, (b) Networking, (c) Advocacy, (d)Resource mobilization, (e) Strategic communication, (f) Sharing best practices, (g) Capacity building, and (h) Transformation of responsive health professions education, research and healthcare deliver
Job Description
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AFREhealth is a young organization with immense potential and needs entrepreneurial people who are excited about the mission. We are currently looking for dynamic and passionate people to fill this position, based at the Kwame Nkrumah University of Science and Technology (KNUST) campus in Kumasi, Ghana
Job Summary
The Finance and Administrative Assistant (FAA) will work closely with the AFREhealth Finance Manager and Human Resource and Administrative Officer. S/He will support the Finance Manager in handling day to day financial operations of the Secretariat office. The FAA will also assist the HR/Administrative Officer to ensure the smooth running of the Secretariat and the provision of administrative support to the AFREhealth secretariat and Office bearers.
Reports directly to: Finance Manager or as assigned by AFREhealth President
Duties and Responsibilities
Finance
- Prepare petty cash vouchers and disburse according to approved policies
- Maintain monthly petty cash journal accurately
- Prepare cheque vouchers and cheques for payment to vendors.
- Support the payment of approved cheques to respective Vendors/Payees
- Ensure the completeness of supporting documents of all paid cheques and cash vouchers
- Support to settle all utility bills
- Ensure that all vouchers/documentations are properly filed
- Retrieve all programme advances and related documentations for reconciliation
- Assist in the preparation of monthly reconciliation statements.
- Update various cash books.
- Enter data into QuickBooks Accounting Software (e.g. staff advances, vendor payments, travel expense reports, etc.)
- Support with the retrieval and verification of inventory and stores documents on a monthly basis
- Assist with stock taking on a quarterly basis.
- Assist in the preparation of end of year financial statements.
- Receive approved advances and expense reports from program staff and record them in the log.
- Ensure that financial documents are stamp ‘paid’ on timely basis.
- Review travel expense reports and all financial documents from staff to ensure laid down processes are adhered to before processing.
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Administrative
- Ensure that the Secretariat office is professionally presentable and that a l l equipment are maintained in good condition
- Receive, initially respond and appropriately refer all correspondence and inquiries directed to anyone in AFREhealth
- Support the HR & Administrative Officer to coordinate all travel arrangements for staff and guests (i.e. booking of flights and tickets, airport pick up, hotel accommodation etc.)
- Assist in verifying all travel invoices and attach the relevant support documentation and submit to finance representative
- Ensure that stationery for daily use in the stationery/printer cupboards is replenished regularly and request made for additional stocks as needed
- Ensure proper usage and prompt replenishment of supplies and toiletries; and request for additional stocks as needed
- Manage the asset register, materials, and supplies; ensuring that all assets are properly labelled/tagged
- Ensure assets and inventories are well maintained and ensure physical verifications (quarterly and annually)
- Support the HR & Administrative Officer to provide administrative support to the Executive Committee, Governing Council, Standing Committees, Technical Working Groups and other adhoc committee meetings
- Filing and database management
- Support HR & Administrative Officer to ensure completion of records for selected candidates.
- Distribute Medical Insurance cards to new employees and help them in solving their queries related to medical reimbursement claims.
- Coordinate with Insurance Company for processing health insurance claims
- Work with the HR & Administrative Officer in the purchase of office supplies and stationery
- Compile timesheets of staff and keep record of same on a monthly basis
- Update Birthday List as new employees join the Organization.
- Carry out any other responsibilities assigned from time to time
Required Skills or Experience
- Bachelor’s degree in Finance, Accounting, Administration or their equivalent
- Minimum of 4 years work experience in Finance and/or Administration will be an advantage
- Knowledge and experience in QuickBooks or any relevant software
- Good computer skills in MS Word, Excel, and Power point
- Work experience with an international NGO is an advantage
Abilities/Skills:
- Good communication, planning and organization skills
- Ability to multitask
- Willingness to work to meet tight deadlines
- Excellent oral, written communications and presentation skills
- Excellent interpersonal skills to effectively interact with all levels of staff and clients
- Be cooperative, hardworking, flexible & dependable.
- Pleasant, warm and outgoing personality.
- Be of high integrity and have a sense of confidentiality
- Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
- Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
- Ability to work independently and as a member of a team.
- Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
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