Finance and Admin Assistant - World University Service of Canada

WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees.

WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, and the African Development Bank.

Job Description

Reports to: Administrative Officer
 

Nature and Scope

To provide comprehensive Finance and Administrative support to WUSC - Ghana country team to ensure successful program/project delivery to achieve WUSC corporate objectives.

Under the direct supervision of the Administrative Officer, the Finance and Administrative Assistant will perform the following;

RESPONSIBILITIES

Finance and Accounting

• Provide strong support to the Administrative Officer and Finance Manager in ensuring compliance with WUSC finance policies and procedures
• Review and analyse invoices and payment requests submitted for vendor payment
• Scrutinize staff travel/activity advances and liquidations for errors, and adequate support documentation in compliance with WUSC policies.
• Provide first-hand information and guidance to the project teams and volunteers on finance matters
• Management of petty cash for efficient cash flow for small office purchases and reimbursable
• Ensure adequate electronic and physical filing of financial supporting/backup documentation
• Performing other finance duties as may be assigned from time to time

Administration and Logistics

• Responsible for the daily management of the office
• Responsible for the compilation of staff timesheets and maintaining an up-to-date schedule of staff leave and filing same appropriately
• Assist with procurement (under the guidance of the WUSC Administrative Officer) for inventory and supplies in the office
• Maintain a register of equipment and inventory in the field office while ensuring the efficient use and maintenance
• Managing incoming and outgoing courier services and other correspondence in the office by receiving, distributing and filing accordingly
• Assist in organizing and provision of logistics for workshops, conferences and meetings
• Make accommodations and another travel arrangements for staff and volunteers
• Ensure the timely provision of office supplies/stationery and its availability at all times
• Maintaining the vehicle log and ensuring periodic monitoring of fuel and mileage levels are carried out
• Ensure environmentally clean and safe office premises
• Performing other administrative duties as may be assigned from time to time

Required Skills or Experience

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Management or related field
• Advanced level computing knowledge including Word, Excel, Outlook and familiarity with accounting software such as Sage 50 Accounting
• Ability to work effectively in an inter-cultural, diverse and complex work environment
• Ability to work as part of an international team in a participatory manner
• Ability to communicate effectively in English language - both written and orally