Job offer: Terms Of Reference (TOR) : Administrator

Company Profile

VIS GHANA is a recognized Italian NGO working in Ghana since 2015. The organization is established in the Greater Accra and Bono and Bono East region, with an office in Ashaiman and in Sunyani, implementing development projects in partnership with the Salesians of Don Bosco. The main sectors of intervention in the country are: migration and development; education and vocational training; environmental protection.  Currently VIS GHANA is implementing as a co-applicant the project “Safeguarding African Foodsheds and Ecosystems for all actors across local, regional and international levels to manage migration (SAE4ALL)”, Horizon Europe Framework Programme, financed by EU

Term of Reference (ToR)

Administrator

Job title

Administrator

Duty station

Accra (Ghana)

Starting date

January 2025

Contract duration

1 year

Reporting to

VIS GHANA Project Manager

Supervision of (Nr. and type of staff supervised)

1 logisticians, 2 cleaners

 General Context Of The ProjectVIS has been active in Ghana since 2015, mainly in the areas of vocational training, migration, organic farming, and education. The priority objective of VIS in Ghana is to respond to the needs of the most vulnerable segment of the population, focusing mainly on youth and providing vocational training and job placement services. Regarding the main geographical areas of intervention in the country, the NGO's commitment is highlighted: in Accra (Greater Accra Region) and in the Bono, Bono East and Western regions. The Administrator will support VIS in its ongoing projects, including an initiative aimed at strengthening Ghana's economy by creating new employment opportunities for young people, with a particular focus on women and individuals with disabilities in the Greater Accra, Ashanti, Northern, Bono, and Western Regions. The primary objective of this project is to promote the creation of decent jobs by increasing employment opportunities through support for the growth of Ghanaian SMEs and enhancing the skills of young people. This will be achieved through partnerships with eight Vocational Training Centers, aligning skills development with labor market demands. For each project, the administrator will receive a tailored Terms of Reference (ToR). General Purpose Of The PositionThe Administrator will be responsible for the administrative management of the project funded by AICS (Italian Agency for International Cooperation ) implemented in Ghana. S(he) supports the Project Manager (PM) to ensure a proper financial management of the assigned projects and management of assets and Human Resources.Her/his responsibilities include verifying allocation of expenditures and supporting documents, , human resources, planning and budgeting. .She/He ensures a constant monitoring of VIS’s and partner’s financial expenditure against the project’s main budget, specific financial plans developed, and their adherence to VIS and donor’s financial procedures.The Administrator reports to the Project Manager and the Country Representative Main Responsibilities & TasksBook-keeping, Finance and Budgeting

Prepares the Prima Nota for assigned projects and supervises partner financial expenditures, promptly reporting any discrepancies or inappropriate expenses. Ensures timely follow-up until all corrections are made satisfactorily and in a professional manner.

Prepares and processes all project related financial transactions into VIS Accounting System and ensure the proper allocation of costs according to the information received by supervisor and line managers.

Performs monthly and routinely financial reconciliation (including discrepancies through the collection and analysis of financial and accounting data).

Supports the Project Manager in accounting for day-to-day cash inflows and outflows ensuring proper systems and procedures.

Manage and disburse of petty cash, in line with VIS’s internal policies and

procedures and in coordination with supervisor and line managers.

Processes approved payments in line with the project budget and project regulations, having verified the necessary documentations.

Provide administrative and financial support for the effective and efficient organization of project activities, such as field visits, missions, workshops, trainings, roundtables, conferences.

Provides continuous support to project partners to ensure financial accounting is in line with VIS’s and the donors financial procedures.

Verifies that Payments due to Suppliers are in line with the approved procurement plan and that the appropriate procedure has been followed.

Supports procurement procedures for the project according to VIS’s and the donor’s internal policies and regulations, in liaison with the Area Manager and the Project Manager.

Ensures that the Inventory register for the project is up to date and all assets are properly tagged.

Draft of project interim and financial reports to be delivered to AICS.

Prepare the necessary administrative documentation requested by supervisor and line managers (e.g. agreements, contracts, MoU) and keep track of all supporting documents for each expenditure.

Maintain and update cashbook records and dedicated bank account.

Ensure that cashbox balances always reflect the actual amount of money kept in the cashboxes and investigates any discrepancy.

Perform currency exchange operations in accordance with donor exchange rate policy and VIS internal rules.

Ensure strict compliance with cash control procedures for each cashbox/ currency (daily cash control, weekly cash inventory, reconciliation with double and updated financial information.

Monitor cash advances to ensure compliance with VIS rules and procedures, ensuring that advanced amounts are duly refunded.

Keep track of bills/vouchers and other running costs and analyse the related information (costs, service contracts etc.) to provide reliable insights about the mission operations and ensure all receipts meet necessary requirements (deadlines, information, signatures etc.).

Maintain contacts with VIS suppliers, tracking and monitoring of the expenditure commitments.

Conducts periodic budget forecasting with the Project Manager (PM) and prepares the monthly fund requests.

Human resources management and legal compliance

Guarantees the compliance of the supporting documents with AICS requirements and is responsible for their archiving, both physical and digital;

Prepares the payrolls and statutory deductions, in line with VIS internal policies and local norms and legislations and pays salaries and consultancy fees on timely basis.

Prepares and maintains staff files as per VIS Policies.

Provides tax planning in line with current Ghanaian legislation;

Carries out training to VIS staff on accounting and administrative procedures;

Ensures the timely preparation of all project documents before audits and/or project expenditure verifications;

Ensures compliance with the legally mandated annual audit as per governmental guidelines, required for the renewal of various licenses and authorizations from relevant technical ministries and the Registrar General.

Monitors and verifies that all regulatory requirements are consistently and periodically met.

Acts as a proactive liaison between VIS and the audit firm to ensure that all audit requirements are fully met.Undertake any other duties reasonable within the context of the role.

Education Required: Bachelor’s or Master’s degree