Job Title: Finance and Administration Assistant
Location: Bong (Totota) and Nimba (Saclepea)
Project name: Liberian Agricultural Upgrading, Nutrition and Child Health (LAUNCH), Title II Multi-Year
Assistance Program for Liberia
Award #: FFP-A-10-00015
Project Timeframe: June 10, 2010 – June 9, 2015
Supervisor: County Finance and Administrative Officer
For over 45 years and in 146 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that delivers technical and management assistance in agribusiness, financial services, enterprise development, community development and food security to promote broad-based economic growth and vibrant civil society. ACDI/VOCA currently has approximately 81 projects in 46 countries and revenues of over $110 million.
BACKGROUND
ACDI/VOCA and its partners, Project Concern International (PCI), John Snow International (JSI), and Making Cents International, developed a comprehensive action plan to bolster food security in Liberia by addressing the following technical areas: the promotion of sustainable livelihood strategies; improved health and nutrition; and support to interventions to increase access to education. The project will focus on these three objectives with the aim to reduce food insecurity among vulnerable rural populations in six districts within Bong and Nimba Counties. LAUNCH will include the Preventing Malnutrition in Children Under Two Approach (PM2A) and will provide household members with the tools they need to improve their food security and strengthen the capacity of communities as well as public and private stakeholders. Through strategic use of grants and with technical oversight and guidance, local NGO partners, government officials and service providers will be directly involved in project delivery and will improve their organizational and technical capacity.
PURPOSE
The Finance & Administration Assistant will verify, execute, analyze and report on expenditures and other transactions related to the field office to which he/she is assigned. The Finance & Admin Assistant will also help strengthen financial controls and systems to ensure greater operational efficiency and effectiveness. In addition, he/she will provide support in the tracking and distribution of gasoline and fuel resources and work with the head of the field office and the County Finance and Admin officer to support day-to-day project administrative and financial tasks.
TASKS AND RESPONSIBILITIES
Working closely with the County Finance and Administrative Officer, the Finance and Admin assistant will undertake the following activities:
Finance
• Work along with the County Administrative and Finance officer in managing field office petty cash;
• Prepare weekly cash count;
• Maintain a good filing system for all financial documents in soft and hard copies;
• Manage, in coordination with the County Finance and Admin Officer, cash flow funds to assure fund availability for programmed project activities;
• Give daily updates to the Finance and Admin officer;
• Keep track of all financial transactions through electronic and manual workbooks;
• Work with the Financial and Admin officer to prepare procurement documents;
• Ensure full compliance with ACDI/VOCA Financial and Administrative policies regarding financial activities such as recording and reporting;
• Maintain an effective internal control system to ensure the prevention and detection of both incidental and unincidental fraud and errors;
• Provide assistance and coordination during periodic financial audits;
• Any other duties as assigned by the County Finance and Admin officer, Finance and Admin Manager, the head of the county office, Chief of Party or Deputy Chief of Party.
Administration
• Work with the surface technician and/or other staff in the disbursement of approved amounts of gasoline and diesel fuel;
• Work with the finance and admin officer and surface technician to manage the generator room;
• Provide regular updates to the asset register for assets in county of assignment;
• Maintain records of staff leave requests and collaborate with the Monrovia-based HR manager to track approved staff leave;
• Manage the stationery and office supplies room and ensure the inventory tracker is updated as soon as supplies are issued and make requests to the Monrovia office in a timely manner when new supplies are needed;
• Arrange hotel accommodation for staff travelling to the field when requested;
• Draft letters, finance and admin reports, and other documentation as required;
• Work with the HR Manager in Monrovia to keep the staff database updated.
QUALIFICATIONS
• A level education in Accounting/Finance;
• Must have at least two years experience, preferably with USAID funded programs;
• Have knowledge of standard accounting practices and basic financial management;
• Be flexible and is able to handle multiple tasks on his or her own;
• Excellent organizational skills with regard to administration and finance;
• Must be able to work independently;
• Have strong computer skills; preferably MS office and QuickBooks.
Application Procedure
DEADLINE FOR SUBMISSION IS ON FRIDAY, 16th March, 2012.
Applications should be addressed and submitted to any of the addresses below:
Human Resource Manager,
ACDI/VOCA-LAUNCH Program
ISI Compound, Somalia Drive, Monrovia, Liberia.
Finance/Admin Officer, ACDI/VOCA-LAUNCH Office, Totota, Bong County.
Finance/Admin Officer, ACDI/VOCA-LAUNCH Office, Saclepea, Nimba County.
