Administrative and Finance Assistant

Grade: C

Job ID: 13-7211

Location: BJ-Cotonou

# of Positions: 1

Center/Office: CLM - General

Project/Program: LMG

Application Due Date: 2014-01-31

Overall Responsibilities

The Finance and Administration Officer perform standard accounting, budgeting, and disbursement duties in accordance with generally accepted accounting principles and grant requirements. The Finance and Administration Officer works with MSH Finance and Administration to ensure propriety through the effective use of the review and approval process.  Responsibilities will include bookkeeping, procurement, office maintenance and security, communication and records, property inventory and control and information management. The Administrative and Finance Assistant will also oversee the overall administrative and financial functions of the MSH office in Benin under the supervision of Operations Officer Management. The Administrative and Finance Assistant ensures that personnel, administrative and financial management systems are conducted according to MSH regulations, standard operating procedures and good business practices. He or She assists with the implementation of project activities by providing administrative, finance, logistical and program support to project staff and short-term consultants. He or She provides all logistical assistance including management of some administrative issues and meeting/event logistics as needed. He or she ensures that designated tasks are carried out to accomplishment and information is disseminated as expected.

Specific Responsibilities

1. Administrative and finance support on specific field-based activities

2. Financial Management:

• Record all financial transactions into an approved MSH Field Expense Accounting System, and submit timely reports each month.
• Assist in preparing monthly and quarterly internal and donor financial reports.
• Issue and collect project advances and ensure staff compliance to MSH Guidelines
• Ensure that all paid invoices agree with supporting documentation, including price quotes, purchase orders and shipping receipts
• Apply internal systems for obtaining purchase approvals and use of assets ensuring the adequate application of internal controls.
• Reconcile bank accounts and field advance accounts each month.

3. Develop, maintain and update activities’ participants contact numbers and address of all staff, partners and stakeholders.                       

4. Assist in setting up a database to set up a filing system for tracking Financial, administrative and logistics Management.

5. Assist with logistics for workshop activities, including participant travel and lodging, materials preparation, financial and logistical arrangements and other administrative

6. Coordinate correspondence with participants before and after completion of workshop.

7. Ensure that all arrangements are in compliance with USG regulations and procedures.

8. Conduct and/or support any special projects, meetings, reports and other duties as assigned.

9. Perform other related duties as assigned.

Qualifications

1. Minimum Three-year university diploma in Finance, Accounting, Economics or Management from a recognized institution.
2. Minimum of three (3) years experience as an Administrative, finance or equivalent required.
3. Intermediate to advanced computer skills in MS Office Suite applications, including Excel, Word, and PowerPoint and other software programs strongly preferred;
4. Familiarity with accounting and business information systems software highly desirable.
5. Experience working with financial and accounting information in a time-sensitive, confidential, and dynamic environment. Comfort with moderately complex financial situations preferable.
6. Be a tactful and effective communicator, both orally and in writing.
7. Ability to understand and interpret policies and procedures, as well as the ability to apply them with consistency in a variety of circumstances.
8. Ability to organize and effectively process and maintain records and files.
9. Ability to function independently and carry out routine responsibilities with minimal supervision.
10. Discreet in the judgment and management of confidential matters, materials and sensitive issues.
11. Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment, and to meet deadlines with attention to detail and quality.
12. Verbal and written language skills in French required.
13. Basics knowledge and demonstrated ability to pay attention to detail in English is an asset.
14. Experience working with USG-funded projects preferred.

Background Information

Management Sciences for Health (MSH) saves lives and improves health, especially among the world’s poorest and most vulnerable people, by closing the gap between knowledge and action in public health. Working from more than 30 country offices and our Arlington, Virginia and Cambridge, Massachusetts home offices, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.

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