Admin/Finance Officer

Responsibilities for the Admin/Finance Job
Administration
Serve as the primary point of administrative contact and liaison with other offices, individuals, and institutions on administrative matters concerning the Office.
Ensure proper management and coordination of travel arrangements including flight and accommodation bookings and visas for Mercy Corps staff and guests, and other admin responsibilities as required. Coordinate and maintain current all work permits, visas and other documentation for Mercy Corps expatriate employees and visitors.
Provide secretarial duties to the program director , this will include , preparation of her travel approvals, expense reports , scheduling appointments and assist in preparation of advisory board meetings
Receive and responds to all inquiries made at the reception by providing directions, Instructions, promotional materials, or other general information or referring such inquiries to the appropriate persons
Coordinating lease agreements, timely payments of leases and utilities for properties
Manage and renew office and house/apartment rental agreements
Take down minutes during staff meetings, circulate them
Ensure adherence to Mercy Corps policies and procedures.
Provide administrative guidance to MC staff when required.
Establish and maintain appropriate filing systems for office correspondence.
Preparing comprehensive, accurate and timely monthly reports.
Ensure that the office is clean, secure and safe at all times.
Finance functions
Maintain custody of the office cash fund and make daily payments of approved transactions
Ensure that all cash transactions are fully and properly documented
Review expense reports (travel expense reports and operational expense reports) for accuracy and completeness and ensure that expense reports have been fully approved before payment
Perform weekly and month end cash count with the Finance/Admin staff or any other person assigned
Maintain the un-cleared cash advance file and prepare past due advance report for the Management
Record payment vouchers daily in the cash/bank sub journals of Navigator Financial Accounting System.
Prepare cash and bank payment vouchers and ensure that all bank transactions are properly and fully documented.
Prepare scanned copies of vouchers and other supporting documents as required for the monthly reporting package to HQ Finance
File all cash and bank vouchers and maintain voucher filing system such that files are updated, complete and safeguarded
Make sure that all supporting documentation is prepared and filed according to MC procedures. Other duties as assigned.
The Admin/Finance Officer will conduct himself / herself both professionally and personally in such a manner as to bring credit to Mercy Corps and AgriFin Program and to not jeopardize its humanitarian mission.
Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve – we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Reports Directly To: Senior Operations and HR Officer. Works Directly With Program, Logistics and Finance teams.
Qualifications for the Admin/Finance Job
Degree in a relevant business field is desired.
Minimum 2-3 years’ experience in office administration, travel coordination or experience in related field.
Strong organizational and interpersonal skills.
Excellent oral and written English skills.
Advanced computer skills on MS Office programs, especially in MS Excel.
A demonstrated ability to multi-task and process information into action as to not to delay program activities.
A clear understanding of procurement and administration ethics and donor compliance is essential.
Success Factors
Conscientious with an excellent sense of judgment
Ability to work simultaneously on multiple tasks
Willingness and ability to work effectively with a wide variety of people
Excellent interpersonal skills
Ability to work as part of a team and coordinate with project personnel
Attention to details.
Excellent spoken and written English
Strong computer and organizational skills.