Administrative and Accounting Assistant

Goals and objectives

The Administrative and Accounting Assistant will provide administrative, accounting, and logistical support to ensure the effective implementation of project activities. S/he will assist the Project Manager in the day-to-day management of administrative and financial processes, ensuring proper documentation, accurate record-keeping, and compliance with organizational procedures and donor requirements. The role will contribute to the efficient use of project resources and the smooth functioning of office operations.

Activities to be carried out:

Under the direct supervision of the Project Manager, the Administrative and Accounting Assistant will be in charge of the following tasks:

Accounting and Administrative Support

• Support accounting processes, including expenditure tracking and proper record-keeping.
• Record financial transactions (payments, receipts, journal entries) in a timely and accurate manner.
• Ensure proper filing and organization of all supporting financial documentation (invoices, receipts, vouchers).
• Assist in performing regular bank, cash, and ledger reconciliations to ensure accuracy and completeness of accounts.

Financial Management

• Support the monitoring of the project budget, ensuring proper allocation of resources and compliance with approved financial plans.
• Assist in the preparation of regular financial and administrative reports according to internal and donor requirements.

Payroll and Contracts Management

• Support the preparation of staff payroll and related administrative documentation, ensuring accuracy and timeliness.
• Assist in the administration of staff contracts, including preparation, renewals, and updates in line with organizational policies.

Procurement and Logistics

• Support procurement processes and purchases for the organization, ensuring transparency, cost-efficiency, and compliance with procedures.
• Support the coordination of staff travel and accommodation arrangements, ensuring smooth logistical support for project activities.

Audit and Compliance

• Support the preparation of internal and external audits by maintaining complete and accurate financial documentation.
• Assist in ensuring compliance with donor regulations and organizational administrative and financial procedures.

Administrative Support and Coordination

• Provide administrative support to the Project Manager and collaborate closely to ensure effective project implementation.
• Manage internal and external communications, including official correspondence and email management.

Requirements:

• Bachelor’s degree in Business studies, Finance, Commerce, Administration or a related field;
• Advanced degree (Master’s or equivalent) in a related field is an asset;

Expertise:

• Minimum 2 years of professional experience in an accounting or administration position (former collaboration with NGO is an asset);
• Basic knowledge of financial management, accounting principles, and budgeting in line with NGO and donor regulations;
• Well-versed with administration and financial information systems and Microsoft products;
• Familiarity with procurement procedures, logistics management, and administrative processes;
• Understanding of donor compliance requirements and financial guidelines; Personal requirements:
• Fluency in English (written and oral) is required;
• Excellent communication abilities;
• Ensure timely completion of tasks;
• Responsibility and confidentiality;
• Excellent organization and time management;
• Professionalism and problem-solving skills;
• Ability to work as part as a team.