Finance & Administration Officer: Accra - Fairtrade Africa

Duties and Responsibilities

• Manage all financial and accounting aspects of the projects;
• Ensure departments and project staff comply with all donor rules, regulations, and award conditions to ensure funds are used for the intended purpose.
• Prepare and process all accounting transactions such as disbursement, cash receipts, journal entries and advances which are by donor requirements and Fairtrade finance and accounting policies and procedures;
• Prepare monthly and Quarterly program financial reports for the projects and monitor project budgets to avoid under or overspending;
• Contribute towards review of project budgets and annual budget forecasts guided by donor requirements as well as internal guidelines.
• Maintain bank, cash, and checkbook records;
• Post and review all expenditures and transactions in Oracle, according to programme and project budget codes and FTA’s internal financial procedures;
• Support relevant sub-grantees in the implementation of their activities by donor rules and standards;
• Prepare funding requests and submit to Fairtrade Africa Nairobi office;
• Review funding requests from subcontractors by ensuring that they are in line with agreed forecasts, workplans and contract. Ensure that the subcontractors are paid in time
• Ensure that the designated project manager and project staff understand the financial requirements of the project by providing training and support
• Schedule and contribute to monthly project budget review meetings with Grants manager & project manager to monitor budget utilization, project implementation progress and escalating any issues as need arises
• Implementing sound internal control practices on the project by FTA policies and donor requirement
• Support FTA finance team in month-end closure and annual audits. Administration:
• Responsible for procurement of goods and services for the project in liaison with the Operations Manager
• Responsible for drafting service providers’ contracts and keeping track of lapse dates.
• Creating and maintaining a user-friendly and comprehensive filing system for the project in line with FTA filing system.
• Setting up an infrastructure and equipment inventory (asset register) for the office
• Assisting in maintaining and streamlining medical and human resource records for the local staff
• Ensuring office compliance with all Ghanaian legal requirements and donor requirements.
• Assisting with annual audits as required.

Required Skills or Experience

• A Bachelor’s level degree is required in finance and business administration. Relevant Experience and Skills:
• 3-5 years of relevant professional experience in a similar role in INGO development sector
• Experience in financial management systems, (i.e. QuickBooks, Oracle, e.t.c)
• Familiarity with Microsoft Suite (Excel, Outlook, Word)
• Experience managing Grants, particularly under DFID regulations;
• Demonstrated skills in managing project-based logistics
• Organized, detail-oriented and able to multi-task to meet deadlines;
• Flexible, self-motivated and able to work with little supervision;
• Strong interpersonal skills and ability, problem-solving, conflict and ethical management skills;
• Fluency in English is required;
• Excellent written and oral communication skills