Finance and Administrative Officer - Project
Position Circumstances
- Career Category: Accounting, Business Administration, Banking / Finance
- Schedule:Full-time
- Salary: Negotiable
Report to: Finance coordinator - Project
Duration: Fixed Duration Contract
The Finance and Administrative Officer (FAO) - Project, is responsible for the overall financial and administrative management of assigned projects/programmes. This includes performing day-to-day administrative, accounting functions, financial reporting, cash management, and financial planning. S/he will ensure timely delivery, transparency and accountability in all project-related administrative and financial transactions. S/he will actively contribute to executing procurement, budget implementation, reporting and support continuous improvements in the efficiency and effectiveness of administrative and financial management systems and processes.
Under a dual reporting arrangement, S/he reports to Finance Coordinator -project for day-to-day financial, administration accounting, budgeting, and financial activities to Finance Coordinator. S/he will work under the technical oversight of the People, Finance and Operations Lead on overall financial and administrative compliance matters, escalated technical issues, and decisions requiring higher authority.
Duties & Responsibilities:
- Financial Management (60%)
- Ensure sound financial management of project/programme in line with organizations financial policies framework and donors guidelines.
- Develop and maintain internal financial systems of the project/ program in coordination with the finance team. Ensure proper documentation and record-keeping.
- Participate and coordinate monthly and quarterly financial reviews of the project/programme and prepare variance analysis reports for the project and management teams.
- Ensure all financial transactions comply with organizations procedures policies and donors requirements. In collaboration with finance team, prepare vouchers and complete supporting documents and submit to finance team for supporting the system upload and report extract as request for preparing and tracking project-specific financial report vs plans.
- Hold regular financial review meetings with budget holders to track expenditures and ensure alignment with approved budgets.
- Prepare quality monthly financial reports with programme team, develop the consolidated project reports at the organizational level for submission to donors and management on time.
- Prepare interim and final financial reports for donor reporting and support donor-led financial reviews and audits, if any.
- Ensure timely disbursement/clearance upon completion of required documentation and processes.
- Oversee budget management across the shared support cost and assist the finance team during internal and external audits, as required.
- Ensure integration and compliance with the organization policies including SHEA, Safeguarding, and Safety & Security protocols in all programme and project activities.
- Carry out other related tasks as required to ensure effective delivery of the project plan.
- Administrative management (logistics and procurement) (40%)
- In line with organizational-wide administrative systems, procurement procedures, policies, and donor requirements:
- Lead the day-to-day execution of project-specific administrative, logistics, travel, and procurement activities, ensuring full compliance with organizational policies, procedures, and donor requirements.
- Work closely with the Administration Officer to ensure all procurement and administrative actions follow established systems, controls, approval processes, and documentation standards.
- Develop and maintain project procurement, logistics, and travel plans aligned with approved workplans and budgets, updating them monthly and quarterly.
- Initiate and coordinate project procurement processes, including the preparation of bidding documents, requests for quotations, comparative assessments, procurement tracking, and related supporting documentation.
- Coordinate with suppliers, service providers, and internal stakeholders to ensure timely delivery of goods and services required for project implementation.
- Organize and coordinate travel arrangements, transportation, accommodation, venues, and other logistical requirements for project activities, monitoring visits, workshops, and training events.
- Maintain complete and accurate project administrative and procurement records in accordance with organizational requirements.
- Monitor procurement and logistics progress and proactively identify risks, delays, or compliance concerns, consulting with the Administration Officer, Project Lead, and People, Finance and Operations Lead as appropriate.
- Ensure timely communication with relevant stakeholders regarding project arrangements and implementation schedules.
- Participate in team meetings, donor meetings, project design processes, proposal development, and budgeting exercises as required.
Expected Profile of Candidates
Languages:
- English - Good
Qualifications:
- Bachelor's Degree in the field of Accounting/Business Administration / Finance
Work History:
- A similar role or job area with solid prior experience working and liaison with institutional donors, and partners on project/grant management and compliance for 5 years as a minimum
Skills & Knowledge:
General & Technical Skills
- Good written and oral English
- Strong knowledge of Microsoft Word and advanced Excel.
- Experience in financial planning, budgeting, and cash management.
- Familiarity with general accounting, auditing procedures, and financial system improvements.
Soft Skills
- High attention to detail, accuracy, and ability to manage multiple tasks.
- Ability to work effectively in teams and independently.
- Familiarity with an Accounting System
- Strong interpersonal skills.
- Excellent task management abilities.
- Effective communication skills.
- Highly responsible and committed to deliver tasks / duties.
- Strong adherence to deadlines and willingness to take on additional responsibilities as requested
- Maintains a strong sense of accountability, ethical conduct, and discretion while working with internal and external stakeholders.
- Demonstrates professionalism, maturity, integrity, and sound judgment in handling financial matters and sensitive information.
- Effective teamwork, capable of working under pressure and exhibits ability to remain composed and objective in complex or challenging situations.
- Willing to learn new things
- Willing to travel to the provinces
