Organization: American Leprosy Mission
Closing date: 15 Aug 2017
The AIM Initiative is a global initiative aiming to support ministries of health to improve access to case management services for neglected tropical diseases. AIM has recently established a global office in Ghana (East Legon) and is currently looking for a Finance and Admin Officer. The team in Ghana is still small, but we expect to grow in the coming years. The AIM initiative currently supports programmes in the following countries: Liberia, Ghana, Nigeria, Cameroon, Mozambique, Myanmar and Sri Lanka. The AIM Initiative is supported administratively by American Leprosy Missions, a US-based NGO.
The Finance and Admin Officer is a full-time position to support the Global Director and other team members to implement the AIM Initiative. This position will be responsible for setting up the accounting/bookkeeping system in the new office, managing and directing the finance and accounting of the project, including budget development and tracking, accounting, banking and cash management, financial projection, reporting and analysis, contracts and grants, and taxation. In addition, the Finance and Admin Officer will be responsible for supporting the development of financial and operational guidelines and reporting formats for the country projects. The Finance and Admin Officer reports to the Global Director.
- Develop, organize, and implement accounting/bookkeeping system as required by accounting standards and compliant with local governmental agencies.
- Oversee day-to-day financial management and accounting for the project; maintain and manage financial accounts in coordination with American Leprosy Missions:
- Manage and reconcile bank accounts on a monthly basis;
- Maintain complete, accurate and timely financial records; prepare and submit monthly financial reports as directed by the Global Director in timely manner; and ensure supporting documents are filed appropriately in hard and soft copies;
- Prepare, track and analyze project budgets and budget projections in a timely and accurate manner; review expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with donors’ rules and regulations;
- Manage accounts payable duties, including verifying budgets and coding invoices to ensure timely payments to staff, consultants and vendors;
- Ensure employees/other parties’ travel and other advances are provided in timely manner, summary of the advance payment is updated and monitored on weekly basis and all outstanding advances are reconciled in a timely manner;
- Manage procurement of project supplies, services and other items in accordance with the donors’ rules and regulations;
- Develop and maintain internal controls; develop a reliable cash flow projection process and reporting mechanism that includes minimum cash threshold to meet operating needs;
- Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance of chart of accounts and cost code;
- Prepare payroll for approval by the Global Director;
- Record, maintain and submit project expenses in the form of cashbooks on a weekly basis;
- Ensure processes and systems are in place and managed for finalizing and issuing Blanket Purchase Agreements and Indefinite Quantity Contracts;
- Develop and complete accurate and timely pipeline analysis and other documentation as required by the contract, and as requested.
- Establish effective administrative processes for smooth running of the Ghana office
- Independent organization and coordination of administrative and organizational tasks (secretarial activities) to ensure the smooth functioning of staff based in the Ghana office
- Perform routine administrative duties, involving contact with and exposure to confidential materials and information;
- Assist with travel arrangements (including visa) for the AIM staff;
- Ensure office supplies are stocked.
- Bachelor’s degree in finance or accounting required; master’s degree (preferred)
- At least 7 years of finance and accounting management experience with USAID-funded health and development projects in Ghana
- Demonstrated, insightful knowledge and experience with USAID compliance and requirements regarding finance, procurement and audit regulations, systems and processes
- Demonstrated experience with the installation, set-up and use of QuickBooks
- Knowledgeable and experienced in Ghana tax and VAT regulations; well-developed and effective organizational skills, including to ability to multi-task
- Ability to meet tight deadlines and produce error-free products
- Excellent skills in Microsoft Word, Outlook, Excel and Google platforms
- Quality written and verbal communication and interpersonal skills
- Strong organizational skills and ability to coordinate input from different global avenues
- Strong in attention to detail, establishing priorities, scheduling and meeting deadlines
- Flexible in handling multiple tasks of different nature and prioritize efficiently and ability to work with minimal supervision
- Entrepreneurial mindset with an ability to be proactive and think ahead
- Ability to understand the multi-cultural/global environment of the organization and effectively communicate accordingly (not only verbal and written but also effectively listening).
- Fluent in English
- Only local Ghanaian candidates will be considered for this position
- Initially the contract will be for a 12-month period
How to apply:
Kindly send your motivation letter (max. 2 pages) and CV (max. 3 pages) to firstname.lastname@example.org before August 15th 2017.