Missions
The mission of the Administrative and Finance Officer is to facilitate the Regional Director’s and PF Southern Africa activity in many areas: administration, finance, human resources and projects administration.
1. Administration and Process
· Manage procurement and payment processes
· Ensure compliance with the procurement policies of Positive Planet and its partners
· Define and update the internal administrative and financial procedures of the office
· Contribute to the efficient operation and smooth functioning of the office
· Support team missions logistics (travel/flights and accommodation bookings)
· Support the Regional Director in her/his daily tasks
· Update the contact database in Outlook and SharePoint
· Obtain required information from our partners/clients, to ensure regulatory requirements are met
· Regular reporting with HQ for the activities in the region and office
· Ensure compliance of the office with regards to relevant legislation and with support from Positive Planet Legal services including but not limited to office registration, tax registration, occupational health and safety.
· Support the implementation and adherence to all operational processes and procedures e.g. the Project Management handbook
2. Accounting and Finance
· Develop and update current tools for financial management, procedures for accounting, budget control, and treasury in collaboration with head office
· Manage the organization’s ledgers, cash flow, invoicing and payments follow-up through the relevant head office systems and procedures (e.g. SAP or other).
· Manage bank accounts, review bank statements and conduct with bank account reconciliations
· Process and reconcile incurred expenses
· Assist with the management of internal financial audits
· Provide financial reports, analyse them and provide advice on strategies to improve financial performance of the offices/projects
· Ensure financial & accounting reporting to HQ, interact with HQ on a regular basis to ensure seamless flow of information
· Manage relationships with primary service providers e.g. office rental company
3. Human Resources
· Manage the follow-up of full –time and part-time consultant contracts and amendments
· Participate and follow-up on the recruitment process: draft and update of job descriptions, screening of applications, interviews, and preparation of request of authorisation for recruitment
· Develop and follow up HR scorecard
· Ensure the integration of new staff
· Manage the monthly process for team payment of invoices and expenses (including external consultants)
· Facilitate application and renewal of work visas for the team
· Coordinate the annual performance management process of staff
· Monitor Leave and Expenses accounts for the staff
4. Budget Control
· Financial control and proposition for budgets, before submission to donors, in collaboration with management and project team
· Budget follow up for each project, in coordination with project coordinator
· Analyse costs and budget gaps for offices/project budgets
· Draft final and intermediary financial reports
· Develop and update tools for budget control and scorecard tools
· Prepare audit missions of the office
· Participate to the dissemination of financial procedures
Reporting
The Admin and Finance Officer will report to the Positive Planet Southern Africa's Director. He/She will have to report regularly to Positive Planet international Head Office in Paris, France.
Requirements
· Excellent writing and speaking English skills
· Good spoken and written French is an added advantage
· Graduate degree in accounting, business administration or finance
· 2 to 5 years of experience
· Excellent communication skills (interpersonal, written, oral/presentation)
· Proficiency with Microsoft Office and working knowledge of computers
· Ability to operate in a cross-cultural working environment
· Integrity to keep sensitive information secure, confidence and determination, ability to work under high pressure;
· Ability to work in a team and be able to work with minimal supervision;
· Strong organization and time management skills
· Knowledge/experience with ERP software such as SAP and SharePoint, a plus
Conditions of the contract
· Type of contract: consultancy or VSI (International Solidarity Volunteers)
· Starting date: 16th of May 2016
· Duration of the contract: 12 months renewable
· Remuneration: will depend on experience and profile
· Place of the mission: Johannesburg, South Africa
HOW TO APPLY:
To apply, please send a curriculum with a cover letter to recrut@positiveplanet.ngo before the 30th of April 2016, with the reference “Admin and finance officer South Africa”
