Finance and Administrative Assistant

GWP-WA now seeks to hire competent and qualified invidividual from one of the ECOWAS countries to fill the position below at its Head office in Ouagadougou, Burkina Faso.

Position:     Finance and Administrative Assistant

Reports to: GWP/WA Finance and Administrative Officer

Location:     Ouagadougou, Burkina Faso

Nature of recruitment:    Local

Overall responsibility:   

Financial Accounting and Reporting including; cash flow, financial management, and reporting on GWP-WA finances. The holder of the position is responsible for the Mekrou Programme finances under the supervision of the Programme Officer and reporting to the GWP/WA Finance and Administrative Officer.

SPECIFIC DUTIES:

A. Financial Record keeping and update

1. On a daily basis, verify and update the accounting application with receipts and payments transactions.
2. Maintain and update the project financial records to facilitate review and audit by the external auditors.
3. Manage travel advance requests and travel expenditure accounting reports and process the clearing journals into the accounting application.
4. Prepare monthly expense statements and ensure correct budget lines used and expenditure are within budget;
5. Undertake Programme Financial Accounting / Management – Updates cashbooks and Mekrou Programme accounts;
6. Ensure proper management of all financial accounts, contracts and outputs (contract deliverables) and ensures effective processing of payments on due dates;
7. Ensure prompt and orderly archiving of all financial documents (vouchers, contracts, claims etc.);

 B. Financial administration and reporting

1. By the 10th every month, prepare and submit to the Finance & Administrative Officer, the monthly reconciliations of accounts for all profit and loss and balance items.
2. By 10th day following each quarter to submit Mekrou Programme financial accountability reports to GWP/AO Finance and Administrative Officer in the required format.
3. Within 20 days after the financial year, assist to prepare and reconcile the GWP-WA including Mekrou Programme year-end financial statement with supporting schedules in preparation for external audit.
4. Prepare donor accountability reports as per the financing agreements.
5. Ensure adherence to GWP policies, including the European Commission and the GWPO Financial Guidelines, Procurement Policy, and Travel Policy.
6. Assist to prepare and facilitate the Mekrou project Work plans.

 C. Budget preparation and administration

1. Verify and confirm eligibility and budget availability for payments.
2. Provide monthly budget, and alert the Mekrou project Manager and GWP- Finance and Administrative Officer of the remaining budget.
3. Spearhead the  Mekrou Programme annual budget preparation and consolidation process.

D. Vendor management and liaison

1. Ensure that all payments are processed and paid in a timely manner.

F. Cash and cash flow management

1- Update and present the Mekrou programme budgeted expenditures and cash flow forecast monthly or as may be required.

2- Verify and confirm monthly petty cash reconciliations and cash count with every subsequent replenishment.

3- Prepare funding requests supported by cash flow forecasts.

4- Undertake any other duties as may be assigned from time to time.

G. Administration Management

1. Assist the Regional Administrative Assistant to organize materially and logistically the MEKROU project activities (Invitations letters, Air Tickets, Hotels Reservations, Documents preparations...).

1.  Any other secretarial duties related to the MEKROU project as may be assigned from time to time.

QUALIFICATIONS AND EXPERIENCE 

• University degree  (Bachelor) in Finance, Accounting, or any other related degree from a recognised university
• Post qualification experience of at least five years in accounting and financial management and having some knowledge in Secretaryship
• Professional qualifications from any internationally recognised accountancy bodies (e.g. CPA, ACCA, ACA, CIMA, CFPA, etc ) will be of added advantage.
• Proven computer literacy, in MS Office and window- based applications and working knowledge of computerised accounting systems.
• Experience working with (SAGE 100 or ERP) is required.
• Experience working with projects financed by the European Commission or other international donors is an advantage.
• Experience in tracking the financial progress of projects, handling funds from donors, and reporting in multiple exchange rates will be an advantage.
• Verbal and written communication skills in French and English.

APPLICATIONS AND PERIOD OF SERVICE

The appointment is on contract for a duration that will be for two (2) years renewable, starting with a 3 month probation period.

The work station is Ouagadougou, Burkina Faso, although work might necessitate trips to the other GWP-WA countries and beyond. GWP-WA offers a competitive salary and benefits package commensurate with the qualifications and relevant experience.

Only qualified individuals with requisite experience are eligible to apply for these positions, and women candidates are particularly encouraged to apply.

Application/cover letters clearly indicating the position the candidate is applying for and accompanied by a detailed curriculum vitae with at least three references should be sent to GWP WA Executive Secretariat by email: recrutement.gwpwestafrica@aol.fr with copy to: secretariat.gwpao@gwpao.org not later than 1^stDecember 2013.

Only short listed candidates will be contacted.

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