Project Administrator and Accountant
Expectations - Duties, Responsibilities
- Project Administration
- Support Logistic arrangement for TA team (visa, hotel accommodation, renting of cars, booking of domestic and international transportation, flight etc.);
- Organize meetings, training event, etc...;
- Manage the project office and provincial offices correspondence – electronic or postal mail, ensure cc of all out-going/incoming mail sent/received by consultants on project matters;
- Monthly original timesheet collection;
- Assist on project reports formatting and distribute to involvement department;
- Keeping , monthly updating and reconciliation of inventory/asset register;
- Procurement (preparation of requests for quotation, pre-selection of suppliers, reception of quotation, preparation of Comparative Bid Analysis, preparation of approved orders, reception and verification of received supplies and invoices);
- Prepare and update the consultant utilization record (Inputs) report for TL, PM.
- Timely payment of all invoices received by the project:
- utility bills (electivity, water, phone, internet),
- other approved invoices,
- payment of outstation/travel allowance, and
- Other tasks as advised by the Team Leader and project manager.
- Liaise with relevant government departments
- Project Accounting
- Book keeping
- Ensure that financial controls and procedures are applied in all financial transactions in line with Donor & Internal regulations
- Preparation of quarterly fund requests
- Keeping petty cash and bank book
- Keeping of check register
- Keeping of employee advance register (used, cashed, and cancelled checks)
- Monthly account reconciliation
- Preparation of project financial reports (monthly , quarterly, half yearly, yearly)
- Reconciliation of Supply Accounts.
- Prepare contracts and process payments for casuals/local support staff if necessary
- Participate in the budgeting process (yearly budget forecasts as part of the overall project work plan)
- B.Sc or equivalent in accounting or business administration (Finance/Accounting)
- Minimum 4 years of relevant experience in Administration and Accounting together in development projects, preference in Agriculture sector.
- Knowledge and experience in handling project budget
- Familiar with computer MS Office software like Word, Excel, PowerPoint, Outlook and electronic mail programs
- Good spoken and written English
- Good organizational, interpersonal skill and communication skills
- Be proactive, reliable, and attentive to details
- Be able to travel and to stay overnight in the provinces.
