JOB SUMMARY:

Reporting to the Deputy Chief of Party, the Admin and Finance Officer will provide a variety of financial, administrative and control support services to the project activities. S/he will ensure the project complies with all donor Rules and Regulations and that funds expended are compliant with donor regulations and policies.

RESPONSIBILITIES:

- The Administrative & Finance Officer will be responsible for the following:

- Ensuring that prior authorization is obtained before any payment;

- Assuring all vouchers are prepared and appropriate signatures have been obtained;

- Examining all financial documents for payment are checked for completeness, accuracy and validity of financial data, including accounting classification and computations;

- Preparing checks, payments and bank deposits

- Recording financial transactions into QuickBooks and preparing monthly field reports

- Tidying up vouchers and correspondences

- Maintaining a record of all contracts and following up on the execution period

- Monitoring the bank account transactions, reviewing and reconcile the bank account on a monthly basis

- Ensuring on-time, accurate data entry, completing the journal entries for non-routine expenses as necessary

- Maintaining complete, accurate and timely financial records in compliance with Donors and Engender Health policies and procedures

- Overseeing the issuance and collection of project contractors, consultants and staff travel advances, reconciling advance accounts each month

- Following up on outstanding advances which have not been liquidated in the timeframe prescribed by policies

- Keeping up-to-date the personnel files according to EH policies

- Administer benefits (pension, health insurance, annual leave scheduling, etc.)

- Reimbursing and filing all staff travel expense reports;

- Preparing payroll voucher to record the payroll disbursement and reporting and paying all payroll and taxes;

- Receiving, screening and routing all program related correspondence and maintaining an effective follow-up system;

- Assisting with the preparation of program materials by collecting information and printing materials;

- Assisting in the coordination of travel for program staff, international technical staff and/or consultants and in preparing and processing expense reports. This includes flight arrangements, hotel reservations and logistics, such as per diem, visas and donor approval (if applicable);

- Maintaining up-to-date lists of names and addresses of partner organizations, officials and personnel of relevant government partners and health facilities;

- Maintaining all financial files and assisting in the preparation for the annual audit.

- Managing the Petty cash and recording petty cash vouchers.

- Vetting all new vendors through debarment databases prior to any business transaction