CENN Vacancy Announcement

Finance and Administrative Assistantfor the Program

Waste Management Technologies in Regions (WMTR), Georgia

CENN - Caucasus Environmental NGO Network, a non-governmental, non-profit organization, is looking for a Finance and Administrative Assistantfor the Program Waste Management Technologies in Regions (WMTR), Georgia. The Finance and Administrative Assistant will work in collaboration with the WMTR team and will report to the CENN Executive Director and the DCOP of the WMTR project.

Vacancy Reference #:FAA/CENN/GEO/150404

Employer: CENN - Caucasus Environmental NGO Network

Post(s) Title: Finance and Administrative Assistant(FAA)

Deadline for Applications: 18:00, May15, 2015

Duty station:Tbilisi, Georgia

Duration:1.06.2015-1.06.2016 (with continuation option)

Full staff:8 hours a day

Working hours:9:00-18:00, 5 days a week

JOB SUMMARY:

Under the direct supervision of the Deputy COP, the Finance and Administrative Assistant will provide support in the achievement of financial and operational program objectives.

MAJOR RESPONSIBILITIES:

  • Assist the CENN Finance Manager and all WMTR team in all matters related to financial and administrative functions of the project.
  • Assist the Deputy COP in monitoring of the project activities by reviewing project documentation and a variety of records, progress reports, budgets, and financial expenditures.
  • Record, classify and summarize accounting transactions requiring knowledge of accounting policies, procedures and systems within the department.
  • Compile various documents, verify their accuracy, and authorizes payments in accordance with established procedures.
  • Maintain Assets Register.
  • Assist in Audit Preparation.
  • Support human resources administration including the maintenance of personal files and records recruitment records and contract renewals; filling of time sheets; tracking of staff movement, annual leave, and sickness.
  • Represent the organization at personnel-related hearings and investigations.
  • Prepare purchase requests, RFQs, lead the procurement process.
  • Supervise fuel purchase and expenditures, reconcile voucher advances against staff mileage logs.
  • Assist with photocopying, scanning, and faxing.
  • Maintain general office organization (office supplies, rent, communication and transportation issues, etc.).
  • Undertake any other administrative and finance duties as assigned.

Procurement

  • Develop and maintain a list of reliable vendors, and suppliers.
  • Develop procurement process that meets the needs of CENN WMTR and of the funding agencies. Solicit competitive bids and making purchasing recommendations, for all purchases including purchases under grants & contracts. In this process, coordinate with appropriate program and finance staff in preparation of RFP or RFQ and other solicitation documents for the procurement of goods and services, advertise and distribute solicitation documents and responds to questions, maintain and ensures integrity of the list of qualified and reputable contractors;
  • Assist in negotiation, renewal and managing contract agreements with vendors and suppliers for office support and services. Review contracts to assure compliance with CENN/ICMA/USAID policies and procedures.
  • Obtain quotations and pro forma invoices from suppliers and vendors as per MC Procurement Policy.
  • Analyze specific procurement requirements and develops related procurement strategies, perform initial screening and review, to include ensuring that procurement requests contain all required information (specification) and are in compliance with established policies and procedures.
  • Lead and participate in evaluation of proposals, bids and quotations; prepare recommendations for award and obtain approvals to proceed with awards or purchase of goods and services.
  • Maintains procurement files and ensures accurate records are kept in the database. Documentation of procurement process should be ready for audit at any time.
  • Ensure all WMTR staff are well versed in procurement procedures.
  • Develop/refine systems and tools for effective procurement management. Identify problem areas and enact corrective measures.
  • Assure that procurement aspects of the WMTR program meets all of USAID requirements including federal government funds accountability requirement.
  • Serve as point of contact on procurement.
  • Work in a team environment supporting WMTR team.

Necessary Qualifications:

Education and Experience

  • At least three years of similar experience, preferably in an international NGO setting on a USAID-funded project;
  • Bachelor’s degree in finance, accounting, or related field;
  • Ability to work independently and show initiative; strong computer skills;
  • Excellent interpersonal skills; ability to work effectively.
  • Excellent analytical/problem-solving skills and detail-orientation
  • Excellent English communication skills (oral and written); ability to communicate with the wide variety of people
  • Proven organizational skills and time management
  • Computer literacy (MS Office and QuickBooks)

Knowledge Skills and Abilities

General:

  • Good analytical skills; resourceful, pro-active, maturity of judgment and behavior, excellent negotiation skills.
  • Excellent communication skills and ability to work in a team to achieve organizational goals.
  • Ability to build and sustain effective work relationship with clients and subordinates and peers to achieve common goal.
  • Professional fluency in written and spoken English
  • Highly efficient, with excellent time management and organization skills
  • Diplomatic, personable and able to integrate and work well as a new member of a team

Applicants should send their resume (CV), cover letter, and USAID bio data forms into English to . The deadline for submission of the requested documents is COB Friday, May 15, 2015. Incomplete applications will not be considered.

Note:

All applications must include the Vacancy Reference # of the position for which you are applying.

No phone calls please.

Only short-listed candidates will be contacted.