Job offer: Assistant Finance & Administration Officer

Announced

23/11/20241 day ago

Job Status

Full Time

Job Type

Employee

Expiration Date

04/12/2024 10 days left

Job Category

Administration

Job Location

Tamale

Job Title

Assistant Finance & Administration Officer

Job Presentation

Company Profile

The Planned Parenthood Association of Ghana (PPAG). An NGO and a Member of the International Planned Parenthood Federation (IPPF), and a Leading Provider of Sexual and Reproductive Health (SRH) Education and Services.

DIRECTLY REPORT TO: FACILITY HEAD

INDIRECTLY REPORT TO: FINANCE MANAGER and PROCUREMENT AND ADMINISTRATION MANAGER, HEAD OFFICE

LOCATIONS: TAMALE

Duties and Responsibilities
Accounting and Finance

Process all expenditure requests as approved by the facility head

Prepares monthly, quarterly, half yearly and annual financial reports and any other reports that may be assigned

Coordinates and ensures that expenditure returns are received, reviewed, properly coded and entered into the accounting system.

Ensures that consistency is maintained in the internal control system and report any lapses to the Finance Manager

Coordinates and ensures that funds are available for activity implementation

Undertakes monthly update of Fixed Asset Register for the facility and projects

Prepares and maintains up to date cash books for all bank accounts

Prepares monthly Bank Reconciliation statements

Assists in preparation of Annual Business Plan (BP)

Prepares Annual Workplans at or before the beginning of the year and completes Performance Appraisal Form at the end of the year

Manages the facility’s store in terms of Monthly reporting, receiving, recording, storage, issuing of goods/drugs/commodities meant for the facility.

Ensures that stock records/ledgers are regularly updated using the Tally cards, etc.

Conducts and reports on periodic stock counts

Checks the consignment of all in-coming goods

Confirm goods coming in by duly signing and stamping Goods Received Note

Keeps a copy of the Goods Received Note

Administration and Procurement duties
Admin Duties:

Provides secretarial support to the facility and volunteers as may be required.

Ensures that in-coming mails are sorted and duly dealt with

Ensures that out-going mails are sent on schedule

Files documents/correspondence appropriately, both manually and electronically

Develops and maintains an updated office supplies list

Provides secretarial support during meetings, seminars, training sessions/workshops

Organizes and prepares budget for all facility meetings as applicable.

Ensures information and communication flow within the facility and the Head Office

Supervises the implementers and ensures that the office environment is clean and tidy

Ensures judicious use of stationery and equipment

Enter client’s information into the computer

Responsible for filing clients’ cards after service delivery

Responsible for the use of office vehicles; completion of vehicle requisition form, fuelling, maintenance, etc.

Responsible for building and equipment maintenance

Procurement Duties:

Responsible for the planning and the coordinating of all procurement activities at the facility

Develop local Suppliers Database as approved in the National Database

Serves as Secretary to the Procurement Evaluation Committee

Devise and use fruitful sourcing strategies

Examine goods procured to meet required standards

Develop annual procurement plan for Facility Head’s approval

Others

Performs any other duties as may be assigned

Education Required: Diploma/HND

Requirements

Qualifications & Experience
Higher National Diploma (HND) in Accounting or its equivalent. Or Diploma in Business Studies, Accounting Option
A minimum of 2 years relevant working experience. Proficiency in computer skills, spreadsheet, accounting packages and MS Word, Excel, Power Point is required.
Good working knowledge in Accpac Accounting Software is preferable.
The Person Must have:
Good working knowledge in the use of the computer
Experience in providing technical support to other staff
Have very good interpersonal, communication, and report writing skills
Must be honest, transparent and reliable
High sense of responsibility, accuracy and judgmental skills
Must be team player and able to work for long hours and under pressure
Must be able to work with little or no supervision and have an eye for details
The person must reside within the Tamale locality or willing to relocate to Tamale at no cost to the Association