Position Overview:The Finance & Administrative officer will support the financial and administrative functions of Pure Earth's Ghana office. The role will be responsible for supporting the day-to-day financial transactions and reporting, budget monitoring, procurement, office administration and compliance with Pure Earth policies, human resources management, and donor requirements. He or She will work closely with the Country Director, Program Staff, Africa Regional Finance and HQ team to ensure effective financial management and smooth administrative operations. This is a junior level position requiring 2-5 years relevant experience in Finance and Administration
Reporting and Team Structure:
Reports to: Country Director
Dotted lines to Regional Finance Manager & HQ finance.
Work Location: Accra, Ghana
Employment Type: Fixed Term
Scope of Work:Key responsibilities include but are not limited to:
Financial Management
Support daily financial operations of the Country office including account payables/receivables, payment processing and general ledger activities.
Support daily financial operations of the Country office including account payables/receivables, payment processing and general ledger activities.
Process and record financial transactions in Sage ensuring appropriate approvals and supporting documentation.
Process and record financial transactions in Sage ensuring appropriate approvals and supporting documentation.
Provide support with projects budget preparation and monitoring.
Provide support with projects budget preparation and monitoring.
Review project expenses to ensure they are adequately supported, properly coded and in line with approved budget and in compliance with Pure earth and donor policies.
Review project expenses to ensure they are adequately supported, properly coded and in line with approved budget and in compliance with Pure earth and donor policies.
Support Pure Earth Country Director, Regional and HQ team with financial information as required.
Support Pure Earth Country Director, Regional and HQ team with financial information as required.
Financial Reporting and Compliance
Prepare periodic financial report for management, Africa regional and HQ teams.
Prepare periodic financial report for management, Africa regional and HQ teams.
Ensure financial transactions comply with Pure Earth policies, applicable donor regulation and local requirements.
Ensure financial transactions comply with Pure Earth policies, applicable donor regulation and local requirements.
Prepare Budget vs Actuals reports to identify significant variance for appropriate action.
Prepare Budget vs Actuals reports to identify significant variance for appropriate action.
Support with audit preparation by providing requested documentation and information and assist in implementing audit recommendations for improved financial processes.
Support with audit preparation by providing requested documentation and information and assist in implementing audit recommendations for improved financial processes.
Cash Flow and Banking
Monitor office cash flow to ensure funds are available for project implementation and submit monthly cash request for approved projects activities and operational requirements
Monitor office cash flow to ensure funds are available for project implementation and submit monthly cash request for approved projects activities and operational requirements
Prepare banking transactions including payments, bank reconciliations and maintaining banking records.
Prepare banking transactions including payments, bank reconciliations and maintaining banking records.
Prepare cash forecast and any other information required for effective cash management.
Prepare cash forecast and any other information required for effective cash management.
Working with Donor Agencies
Support financial management of donor funded project including but not limited to Bloomberg, Coefficient Giving (Open Philanthropies), CGD project and other donors.
Support financial management of donor funded project including but not limited to Bloomberg, Coefficient Giving (Open Philanthropies), CGD project and other donors.
Support donor financial report preparation with its supporting schedules
Support donor financial report preparation with its supporting schedules
Assist with routine financial communication with donor agencies under the guidance of the Country Director and Regional team
Assist with routine financial communication with donor agencies under the guidance of the Country Director and Regional team
Human Resource Management
Support recruitment and onboarding of Pure Earth staff and consultants.
Support recruitment and onboarding of Pure Earth staff and consultants.
Ensure effective leave and attendance management: maintain leave records, track attendance, lateness and absenteeism.
Ensure effective leave and attendance management: maintain leave records, track attendance, lateness and absenteeism.
Support staff and consultants’ performance management. Support managers to set annual performance objectives, coordinate staff performance review processes, maintain staff performance review records, and support in tracking staff performance improvement plans.
Support staff and consultants’ performance management. Support managers to set annual performance objectives, coordinate staff performance review processes, maintain staff performance review records, and support in tracking staff performance improvement plans.
Ensure existence of comprehensive HR policies. Ensure compliance with Ghana employment laws and Pure Earth’s HR policies.
Ensure existence of comprehensive HR policies. Ensure compliance with Ghana employment laws and Pure Earth’s HR policies.
Serve as point person of contact for staff and consultants HR related issues and all HR related reporting.
Serve as point person of contact for staff and consultants HR related issues and all HR related reporting.
Administrative Management
Provide day-to-day general administrative support to the Country office.
Provide day-to-day general administrative support to the Country office.
Support procurement process in accordance with Pure Earth policies and procedure.
Support procurement process in accordance with Pure Earth policies and procedure.
Support staff orientation on the relevant policies and procedures for the Country office.
Support staff orientation on the relevant policies and procedures for the Country office.
Ensure the proper maintenance of office equipment and facilities, proactively addressing any issues that arise.
Ensure the proper maintenance of office equipment and facilities, proactively addressing any issues that arise.
Work closely with program teams to ensure seamless financial and administrative support throughout project lifecycles.
Work closely with program teams to ensure seamless financial and administrative support throughout project lifecycles.
Success in the First 6 Months:
Financial transactions, financial reports, cash flow forecasts, bank reconciliations and budget monitoring are completed accurately and on time and in compliance with Pure Earth policies and donor requirements.
Financial transactions, financial reports, cash flow forecasts, bank reconciliations and budget monitoring are completed accurately and on time and in compliance with Pure Earth policies and donor requirements.
Audit preparation and donor financial reporting meet required standards with complete supporting documentation and timely follow ups on audit recommendations.
Audit preparation and donor financial reporting meet required standards with complete supporting documentation and timely follow ups on audit recommendations.
Staff records, contracts, recruitment, onboarding, and performance records are maintained accurately and in compliance with Pure Earth HR policies and the Ghanaian Labour laws.
Staff records, contracts, recruitment, onboarding, and performance records are maintained accurately and in compliance with Pure Earth HR policies and the Ghanaian Labour laws.
Procurement and administrative processes including office facilities, equipment and assets follow established policies for effective country office operations.
Procurement and administrative processes including office facilities, equipment and assets follow established policies for effective country office operations.
Human resources and administrative support are delivered in a timely manner to support operational efficiency and smooth project implementation.
Human resources and administrative support are delivered in a timely manner to support operational efficiency and smooth project implementation.
Required Qualifications and Experiences:
A bachelor’s degree in finance, Accounting, or equivalent combination of education and professional experience.
A bachelor’s degree in finance, Accounting, or equivalent combination of education and professional experience.
Experience
2-5 years of relevant experience in finance and administration, preferably within an international NGO or development sector context.
2-5 years of relevant experience in finance and administration, preferably within an international NGO or development sector context.
Working knowledge of accounting software and proficiency in MS Office applications.
Working knowledge of accounting software and proficiency in MS Office applications.
Exceptional organizational skills combined with excellent communication and interpersonal abilities.
Exceptional organizational skills combined with excellent communication and interpersonal abilities.
Detail-oriented with the ability to manage multiple tasks effectively and prioritize workload efficiently to meet deadlines.
Detail-oriented with the ability to manage multiple tasks effectively and prioritize workload efficiently to meet deadlines.
Work Environment:Based in Ghana country office, with an office based working arrangement and flexibility to work remotely once a week. Involves regular collaboration with all country office staff, including Management, program, technical and administration as well as regional and HQ finance teams. Occasional travel to project sites may be required to provide support to field teams
Salary:This role is an L3 position. The salary range is $10,000 to $43,000, with the final compensation package determined by the candidate’s qualifications, experience, and overall fit for the role.