Finance and Administration Officer

The Finance and Administration Officer provides essential financial management and operational support to our donor-funded programs. This role ensures strict compliance with institutional donor regulations while maintaining seamless daily office administration, procurement, and logistical operations.

Key Responsibilities

Donor Compliance & Financial Management

• Grant Accounting: Track project expenditures against specific donor budgets (e.g., USAID, EU, UN, or private foundations) to ensure eligibility.
• Transaction Recording: Review and record daily financial transactions into the accounting system with accurate donor-matching codes.
• Cash Flow Management: Manage project bank accounts, handle petty cash, and prepare monthly cash flow forecasts for field offices.
• Financial Reporting: Assist in compiling accurate, timely monthly and quarterly financial reports for donors and headquarters.
• Statutory Compliance: Prepare and file monthly statutory deductions (PAYE, NSSF, and local withholding taxes) per national regulations.
• Audit Support: Organize financial vouchers and documentation to facilitate smooth institutional donor audits and annual organizational audits.

Procurement, Administration & Logistics

•  Procurement: Lead the procurement of project goods and services, ensuring compliance with both internal policies and donor guidelines.
• Vendor & Asset Management: Maintain an updated pre-qualified vendor roster and manage the organization’s asset and inventory register.
• Logistics Coordination: Organize staff travel, manage vehicle mileage logs, and coordinate workshop or field-visit logistics.
• Office Operations: Oversee daily office maintenance, manage security contracts, and supervise administrative support staff (drivers/cleaners).

Required Qualifications & Experience

• Education: Bachelor’s degree in Accounting, Finance, or Business Administration.
• Professional Qualification: Progress towards CPA or ACCA (Level II minimum) is highly desirable.
• Experience: Minimum of 3 years of experience in finance and administration, specifically within an NGO or international development setting.
• Donor Knowledge: Proven experience managing funds and reporting under strict institutional donor guidelines.
• Software: High proficiency in QuickBooks, Xero, Salesforce or NGO-specific ERP software, alongside advanced Microsoft Excel skills.

Core Competencies

• High integrity and transparency in managing donor funds.
• Strong multicultural communication skills for diverse project teams.
• Ability to work under pressure to meet tight donor reporting deadlines.

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