Finance and Procurement Assistant - mothers2mothers

mothers2mothers (m2m) is an African Primary Health Care organisation that employs women living with HIV as community health workers across 10 African nations. These “Mentor Mothers” deliver integrated health services at clinics and in communities to ensure everyone, everywhere has access to the services they need to be healthy and stay in care.

Over the next five years, this proven, peer-led model is being scaled up to double down on ending HIV, as well as to tackle new health challenges and reach more people—all with the aim of building a fairer, healthier future. The employment of local women as community health workers means that we are delivering a model that prioritises healthcare for families who need it most, delivered by women who know them best.

Since its creation in 2001, m2m has created jobs for nearly 12,000 women living with HIV in sub-Saharan Africa and, together, they have reached over 15M people with critical health services and education. In 2021, m2m reached over 1.6M people across 10 African nations, including 402,616 adolescents (ages 10-19)—51% more than the year before.

m2m also advanced the Global Goals of ending HIV/AIDS by 2030—by achieving virtual elimination of mother-to-child transmission of HIV among its enrolled clients for the eighth consecutive year, and meeting all of the ambitious UNAIDS Fast-Track Targets among its clients four years ahead of the 2026 target date. For more information, visit www.m2m.org.

ADVERTISEMENT - CONTINUE READING BELOW

Job Summary

The Finance and Procurement Assistant corrects, processes and reconciles a wide variety of accounting documents such as invoices, employee reimbursements, cash receipts, petty cash, vendor statements, and journal vouchers; reviews and codes financial information; prepare and processes documents to disburse funds, makes deposits; compiles and reviews information for accuracy; and maintains records. The Finance and Procurement Assistant reports directly to the Ghana Country Finance and Admin Officer (FAO) and provides direct support to the Team. Position is based in Accra.

Key Performance Areas:

Coordinating the procurements and purchasing function

• Lead and coordinate all procurements and planning.
• Source invoices for purchases
• Support the creation and use of procurement committees
• Receive, number and manage the Purchase Requisition database
• Receive, number and manage the Travel Requisition database
• Create purchase orders in the Navigator Accounting system for approval by the FAO
• Ensure all procurement documentation is complete for payment
• Prepare Payment Vouchers and setup payments onto the banking system /prepare cheques for payment of vendors and staff
• Provide clerical support in entering all invoices onto the Accounting system and allocating them against purchase orders
• Deal with supplier queries regarding payments
• Provide clerical support in maintaining and updating supplier information and undertake relevant background checks and terrorist/debarment checks
• Report all invoices received without a purchase order or relevant supporting documentation on a monthly basis
• To ensure monthly payment reports are produced for the cash flow analysis

Managing staff and vendor accounts

• Establish and maintain a process for staff travel and program advances
• Process travel requisitions and related staff advances
• Enter staff expenses into the accounting system (Reimbursements and/or advance liquidations)
• Timely payments to suppliers, payments done within 30 days of receipt of invoice
• Run the creditor report at month-end and perform vendor reconciliations for Ghana Office

Administration, Procurement, Logistics and HR Support

• Provide updates of assets for insurance service provider
• Maintain the filing systems – finance, procurement, other Procurement
• Print, photocopy, scan and bind documents
• Travel and event planning including identifying accommodation, training venues, and transport
• Provide support to the FAO in managing site staff timesheets
• Organize and maintain office support services, including travel, purchases, other logistics and hospitality arrangements to visitors
• Assist in asset management by updating asset registers, tracking transfer of assets, labelling new assets, assisting in asset disposal
• Receives, logs and checks all source documentation submitted to the finance unit for processing
• Manage the filing system for all financial documentation
• Manage the archiving of all financial data

ADVERTISEMENT - CONTINUE READING BELOW

Month-end and year –end close activities, budgeting & reporting

• Support the FAO to close the month-end in time
• Support the FAO in the preparation of the monthly payroll and prepayment journals for Ghana Office
• Support the CL and FAO to prepare the cash request for Ghana Office on a monthly basis
• Support the FAO in the preparation and monitoring of Ghana Office Operational budget on Adaptive
• Assist the FAO in reviewing petty cash, purchase requisitions and invoices submitted by Ghana Office before approval
• Provide clerical support to the FAO in preparation and consolidation of documents required for Financial Reports under the portfolio of countries

Qualification Required & Experience

• Accounting and a related diploma/degree in Procurement’s
• At least 3 years relevant working experience
• Computer competency including the ability to operate computerized accounting, spreadsheets and word processing programs
• Familiarity with procurement’s planning
• Excellent interpersonal skills; ability to work on own and within various teams
• Ability to manage competing tasks and priorities
• Organized, systematic and attentive to detail
• Integrity, professionalism and transparency
• Fluency in English essential