Hellen Keler International is recruiting a Admin and Finance Assistant for Nhamatanda and Muanza Districts, Sofala Province.
Reports to: Finance Manager
Background:
Helen Keller International is implementing a multi-sectoral development project in Nhamatanda and Muanza Districts, Sofala Province. The project integrates Climate-Smart Agriculture, Nutrition and Health, Livelihood, and Gender-Based Violence (GBV) components to improve food security, health outcomes, and economic resilience among target populations.
Position Summary:
The Admin and Finance Assistant will provide essential administrative and financial support to the project team, ensuring smooth office operations, accurate financial records, and compliance with organizational and donor requirements. The ideal candidate is detail-oriented, has a strong background in finance and administration, and is familiar with working in a field project setting.
Key Responsibilities:
Finance Support
- Maintain accurate financial records, including tracking expenditures, managing cash advances, and ensuring timely reconciliation of accounts;
- Process payments, including invoices, staff reimbursements, and vendor payments, ensuring compliance with organizational and donor guidelines;
- Assist in preparing monthly financial reports, including budget tracking, expense analysis, and preparing for audits;
- Maintain petty cash for the project office, ensuring security, accuracy, and regular reconciliations.
Administrative Support:
- Manage day-to-day administrative functions, including office supplies procurement, inventory management, and filing of documents;
- Support project staff with travel arrangements, logistics for meetings, and other administrative tasks as needed;
- Coordinate with local vendors and service providers, including managing office supplies, equipment, and repairs;
- Ensure all administrative activities comply with Helen Keller International’s policies and donor regulations.
HR and Payroll Assistance:
- Support HR functions, including maintaining personnel records, tracking staff leave, and ensuring timely submission of timesheets;
- Assist with payroll processing by coordinating timesheet collection and verifying accuracy in time records;
- Help organize onboarding for new staff and maintain records of staff contracts and other HR documentation.
Logistics and Procurement:
- Facilitate procurement processes by collecting quotes, preparing purchase requests, and ensuring the timely receipt of goods and services;
- Maintain updated records of all purchases, inventory, and assets, following organizational procedures;
- Ensure proper logistics for project activities, including booking venues, transportation, and accommodation as needed.
Documentation and Reporting:
- Prepare regular reports on financial expenditures, inventory status, and other administrative aspects for the Project Manager;
- Maintain organized records of all project documents, financial transactions, and administrative paperwork;
- Ensure compliance with audit requirements by keeping accurate records and ensuring all documentation is readily available.
Qualifications:
Education: Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
Experience:
- At least 2 years of experience in finance and administration, preferably within an NGO or development project setting;
- Familiarity with donor-funded project requirements and reporting.
Technical Skills:
Proficiency in MS Office (Excel, Word, Outlook) and experience with accounting software. o Strong understanding of financial principles, bookkeeping, and procurement processes. o Ability to work with confidential information and maintain high standards of integrity.
Soft Skills:
Strong organizational and time management skills, with a focus on accuracy and attention to detail.
Excellent communication skills, with the ability to work effectively in a team environment.
Language: Fluency in Portuguese is required. Knowledge of English is an advantage.
Other Requirements:
- Willingness to travel occasionally within Sofala Province;
- Knowledge of local context and familiarity with Nhamatanda and Muanza Districts is an advantage.
APPLICATION:
Interested candidates should submit a CV and cover letter detailing their experience and qualifications relevant to the Project Coordinator role to [email protected].
In the spirit of our founder and namesake, Helen Keller is dedicated to building an inclusive workforce where diversity in all its forms is fully valued.
APPLICATION DEADLINE: until December 6, 2024.
