ADMINISTRATION AND FINANCE ASSISTANT
IUCN Ghana Projects Office
Our mission: “To influence, encourage & assist societies throughout the world to conserve the integrity & diversity of nature & to ensure that any use of natural resources is equitable & ecologically sustainable.”
IUCN is a world leader in developing knowledge and understanding for effective conservation action. A unique worldwide partnership, IUCN brings together states, government agencies & NGO members, & some 10,000 scientists & experts from 181 countries in a global web of networks to provide a neutral forum for dialogue & action on environment & sustainable development issues.
The Regional Office for Central and West Africa has over 200 staff members working in its offices in Burkina Faso, Guinea Bissau, Mali, Mauritania, Senegal, Niger, Cameroon, Nigeria, Ghana, Gabon, DR Congo and Republic of Congo. The IUCN Regional Office for Central and West Africa is located in Ouagadougou, Burkina Faso.
OVERALL PURPOSE OF THE JOB:
Under the direct supervision of the Head of Office and maintaining functional reporting relationship with the Administration and Finance service in Yaoundé, the PACO Regional Office in Ouagadougou, and the HQ Finance Unit, this position is responsible for ensuring the consistent and efficient administration of projects for which IUCN-Ghana Office has financial and reporting responsibilities; and to assist with key administrative functions related to the daily running of the office.
KEY RESPONSIBILITIES
Project Administration:
Assist in maintenance of a project management system including details of all projects administered by Ghana Office;
Assist in maintenance of a framework for monitoring contractual reporting requirements for projects implemented by Ghana Office;
Coordinate with accounts staff at IUCN-PACO in Yaoundéon day-to-day project administration;
Review and advise on the terms of incoming (donor) and outgoing (consultant) contracts and agreements;
In collaboration with IUCN HR and project managers, help prepare consultant contracts.
Financial Administration:
Support project supervisors and managers in the management of project finances;
Code invoices to appropriate projects for processing by IUCN-PACO accounts staff and co-ordinate review by project supervisors and managers;
Enter accounting data in the system
Work with IUCN-PACO accounts staff to ensure the timely preparation and submission of project financial reports and any other financial reports required by donors;
Ensure timely requests for incoming fund transfers;
Prepare monthly project cashflows;
Assist with preparations, if required by donors, for project audits including the collection and review of supporting documentation from the IUCN-PACO network;
Participate actively in project budgeting for project proposals.
Office Administration:
Manage incoming and outgoing calls and mail, receive and log mail before sending them to the destined offices;
Help organize office meetings and meetings with partners;
Prepare mission orders, travel authorization and supervise travel claims for missions of staff members, partners and consultants.
Outline the requirements of the organization by keeping track of equipment and materials ( inventory management);
Seek the best prices for materials and products;
Ensure that goods received are in compliance with the organization’s set standards;
Support IUCN HR staff in HR matters including assisting with recruitment arrangements, and providing relevant information for staff profiles;
Assist in organization of conferences/ meetings logistics and of foreign travel;
Book flights, process visa applications, hotel bookings, taxi bookings, etc.;
Carry out various information management tasks including general filing and time-sheet keeping.
REQUIREMENTS
Be a holder of a University Degree in Finance, Business Administration or related fields with at least three (03) years work experience in project administration and finance;
Fluency in English and understanding of French, including good writing skills;
Hold a keen interest in environmental issues;
Have relevant and proven experience in project administration and contracting;
Be able to demonstrate sound skills in finance and administration;
Be able to demonstrate attention to detail and accuracy;
Have a sound knowledge of MS Office software use, especially Excel spreadsheets;
Have good interpersonal skills and have strong organizationalabilities;
Be a good team player but also willing to work on own initiative;
Effective under pressure and able to work independently;
Easily integrates into work teams;
Relate easily to people from diverse cultures.