Assistant Finance & Administration Officer - PPAG

The Planned Parenthood Association of Ghana (PPAG). An NGO and a Member of the International Planned Parenthood Federation (IPPF), and a Leading Provider of Sexual and Reproductive Health (SRH) Education and Services.

Job Description

DIRECTLY REPORT TO: THE FACILITY HEAD

INDIRECTLY REPORT TO: FINANCE MANAGER and PROCUREMENT AND ADMINISTRATION MANAGER, HEAD OFFICE

Duties and Responsibilities

Accounting and Finance

• Process all expenditure requests as approved by the facility head
• Prepares monthly, quarterly, half-yearly and annual financial reports and any other reports that may be assigned
• Coordinates and ensures that expenditure returns are received, reviewed, properly coded and entered into the accounting system.
• Ensures that consistency is maintained in the internal control system and report any lapses to the Finance Manager
• Coordinates and ensures that funds are available for activity implementation
• Undertakes monthly updates of the Fixed Asset Register for the facility and projects
• Prepares and maintains up-to-date cash books for all bank accounts
• Prepares monthly Bank Reconciliation statements
• Assists in preparation of Annual Business Plan (BP)
• Prepares Annual plans at or before the beginning of the year and completes Performance Appraisal Form at the end of the year
• Manages the facility’s store in terms of Monthly reporting, receiving, recording, storage, issuing of goods/drugs/commodities meant for the facility.
• Ensures that stock records/ledgers are regularly updated using the Tally cards, etc.
• Conducts and reports on periodic stock counts
• Checks the consignment of all in-coming goods
• Confirm goods coming in by duly signing and stamping the Goods Received Note
• Keeps a copy of the Goods Received Note

Administration and Procurement duties

Admin Duties:

• Provides secretarial support to the facility and volunteers as may be required.
• Ensures that in-coming mails are sorted and duly dealt with
• Ensures that out-going mails are sent on schedule
• Files documents/correspondence appropriately, both manually and electronically
• Develops and maintains an updated office supplies list
• Provides secretarial support during meetings, seminars, training sessions/workshops
• Organizes and prepares a budget for all facility meetings as applicable.
• Ensures information and communication flow within the facility and the Head Office
• Supervises the implementers and ensures that the office environment is clean and tidy
• Ensures judicious use of stationery and equipment
• Enter the client’s information into the computer
• Responsible for filing clients’ cards after service delivery
• Responsible for the use of office vehicles; completion of vehicle requisition form, fuelling, maintenance, etc.
• Responsible for building and equipment maintenance

Procurement Duties:

• Responsible for the planning and coordinating of all procurement activities at the facility
• Develop local Suppliers Database as approved in the National Database
• Serves as Secretary to the Procurement Evaluation Committee
• Devise and use fruitful sourcing strategies
• Examine goods procured to meet required standards
• Develop an annual procurement plan for the Facility Head’s approval

Others

• Performs any other duties as may be assigned

Required Skills or Experience

Qualifications & Experience

• Higher National Diploma (HND) in Accounting or its equivalent. Or Diploma in Business Studies, Accounting Option
• A minimum of 2 years relevant working experience. Proficiency in computer skills, spreadsheets, accounting packages and MS Word, Excel, and PowerPoint is required.
• Good working knowledge of Accpac Accounting Software is preferable.

The Person Must have:

• Good working knowledge of the use of the computer
• Experience in providing technical support to other staff
• Have very good interpersonal, communication, and report-writing skills
• Must be honest, transparent and reliable
• High sense of responsibility, accuracy and judgmental skills
• Must be a team player and able to work for long hours and under pressure
• Must be able to work with little or no supervision and have an eye for details
• The person must reside within the Tamale locality or be willing to relocate to Tamale at no cost to the Association

LOCATIONS: TAMALE