Finance, Procurement and Admin Assistant

Daily Financial Management

Ensure that finance transactions are processed in a timely and accurate manner for all programme and operational expenses in accordance with the finance manual

• Update and maintain all relevant cash books, ledgers etc. On a daily basis.

• Accounts Payable processing of all consultants, sub‐contractors, supplier’s invoices/expenses claim, reconcile to trail Balance and supplier’s statements. Ensure all payments are processed in a timely manner and according to contractual obligations.

• Process and follow up on travel advances, reconciliations and reimbursements.

• Ensure all cash is reconciled, received and banked.

• General Ledger processing/maintenance as instructed by the Finance Manager including journal entries and reconciliations.

• Maintenance/filing of all financial records including debtors, creditors and any other relevant documentation including provision of supporting documents.

• Coding items to agreed budgets.

• Ensure financial information is recorded accurately including appropriate aggregations to budget lines and monthly spending reports are accurate and prepared in a timely manner.

• Assist the Finance Manager in the preparation of budgets.

• Assist the Finance Manager in providing staff with financial information they need to help them monitor their budgets.

• Assisting in the implementation of finance systems and controls to ensure policies and procedures are complied with.

• Assist the Finance Manager in preparation of year end audits and compliance reporting.

Procurement and Contracting

• Assist with maintenance of contracts, agreements, registers and schedules.

• Ensure goods are delivered in the proper quality, in timely manner, and with the proper packaging.

• Confirm with requestors that goods have been received and services delivered.

• Track all procurement activity and deadlines, ensuring any procurement planning is kept on time.

• Provide input related to project procurement for financial and other reports.

• Enter approved procurement request into the procurement management tracker.

• Assist with scheduling and facilitating evaluation of tenders.

• Entering and updating details in the Purchase Requisition Tracker.

• Preparing Purchase Orders for Procurement review.

• Filing (hard copy and electronic) of contract documentation.

• Advise other Akkarouna staff regarding procurement procedures.

• Carry out other procurement and contracting functions as required.

General office operations

• Provides operational support to management and staff as required

• Prepares reports, and relevant data in prescribed formats

• Covers absences of other team members

Supply chain management

• Working with the Head of Finance and Operations, ensure that all Service Contracts and Service Level Agreements for operational requirements are in place

• Maintain vendor relationships, procurement/vendor contacts, and pre‐qualifications lists

• Ensure supplier statements are obtained and reconciled on a regular basis

Additional activities as required in support of Akkarouna’s programme

The Akkarouna team needs to be able to adopt a flexible approach. No terms of reference will be able to fully cover what may be needed during work with Akkarouna. This Job Description therefore incudes:

• Any other tasks a requested by management

• Cover for colleagues on leave of absence