Finance & Operations Assistant

Position Overview

The position provides support to the Finance portfolio, by providing robust financial administrationthrough efficient use of the organisation’s resources, assist with maintaining financial recordsin support of accounting activities, preparing reports, payments and reconciliations, executingtransactions, and analysing financial data to provide insights for decision- making, and statutorycompliance under the direct guidance of the Finance & Operations Officer.

Specific Responsibilities

Financial Operations and Management Support

• Preparation of payment vouchers upon validation of underlying documents.
• Updating QuickBooks.• Carrying out monthly bank, cash, and credit card reconciliations.
• Monitor cash/bank balances for effective reporting.
• Filing monthly returns such as PAYE, NSSF, NHIF, and ensuring compliance with statutoryregulations, e.g., NGO returns
• Assisting in liaising with HR to ensure the timely preparation of payroll and other staff entitlements.
• Assist in the computation of various financial reports in a timely way and the requiredformat.
• Assist with the project audits and institutional audits processes, and implement auditrecommendations in day-to-day delivery.
• Assist with the preparation of annual budgets, proposal budgets, and donor financialreports.
• Assist to monitor the budget and ensure that there are sufficient funds for planned programactivities as assigned by the supervisor.
• Ensure updating of the fixed assets register & office equipment list, and ensure safeuse/custody.
• Ensure all Fund’s equipment and assets are fully insured at all times.
• Maintain portfolio electronic and hard copy filing system for ease of reference and retrieval.

Grantsmaking Support

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• Grants administration- assist in the timely voucher preparation of sub-grants awarded uponvalidation of underlying documents, and inform the grantmaking team
• Assist with initiating the payment instructions at the bank for all grants awarded afterverifying the underlying documents to support the payments.
• Assist in updating the grantmaking database. Generate data & reports from the database asa source of information for complementary portfolios.
• Assist the Grantmaking & Finance functions in the preparation of Fund-related reports for Heads of programmes and funding partners.
• Assist in monitoring expenditure and compiling BVA reports for variousprogrammes/projects, and continuously update UAF-Africa’s finance plan
• Keep grantees informed on the status of the grant awards, including confirming with all thatthey received the funds.
• Assist in reviewing grantee’s financial reports, including their supporting documents, andoffer feedback as guided by the supervisor.