VACANCY: ASSISTANT FINANCE & ADMINISTRATION OFFICER

POSITION: ASSISTANT FINANCE & ADMINISTRATION OFFICER
DIRECTLY REPORT TO: FACILITY HEAD
INDIRECTLY REPORT TO: FINANCE MANAGER and PROCUREMENT AND ADMINISTRATION MANAGER, HEAD OFFICE
LOCATIONS: TAMALE
Duties and Responsibilities:
Accounting and Finance • Process all expenditure requests as approved by the facility head • Prepares monthly, quarterly, half yearly and annual financial reports and any other reports that may be assigned • Coordinates and ensures that expenditure returns are received, reviewed, properly coded and entered into the accounting system. • Ensures that consistency is maintained in the internal control system and report any lapses to the Finance Manager • Coordinates and ensures that funds are available for activity implementation • Undertakes monthly update of Fixed Asset Register for the facility and projects • Prepares and maintains up to date cash books for all bank accounts • Prepares monthly Bank Reconciliation statements • Assists in preparation of Annual Business Plan (BP) • Prepares Annual Workplans at or before the beginning of the year and completes Performance Appraisal Form at the end of the year
• Manages the facility’s store in terms of Monthly reporting, receiving, recording, storage, issuing of goods/drugs/commodities meant for the facility.
• Ensures that stock records/ledgers are regularly updated using the Tally cards, etc.
• Conducts and reports on periodic stock counts
• Checks the consignment of all in-coming goods
• Confirm goods coming in by duly signing and stamping Goods Received Note
• Keeps a copy of the Goods Received Note
Administration and Procurement duties
Admin Duties:
▪ Provides secretarial support to the facility and volunteers as may be required.
▪ Ensures that in-coming mails are sorted and duly dealt with
▪ Ensures that out-going mails are sent on schedule
▪ Files documents/correspondence appropriately, both manually and electronically
▪ Develops and maintains an updated office supplies list
▪ Provides secretarial support during meetings, seminars, training sessions/workshops
▪ Organizes and prepares budget for all facility meetings as applicable.
▪ Ensures information and communication flow within the facility and the Head Office
▪ Supervises the implementers and ensures that the office environment is clean and tidy
▪ Ensures judicious use of stationery and equipment
▪ Enter client’s information into the computer
▪ Responsible for filing clients’ cards after service delivery
▪ Responsible for the use of office vehicles; completion of vehicle requisition form, fuelling, maintenance, etc.
▪ Responsible for building and equipment maintenance
Procurement Duties:
• Responsible for the planning and the coordinating of all procurement activities at the facility
• Develop local Suppliers Database as approved in the National Database
• Serves as Secretary to the Procurement Evaluation Committee
• Devise and use fruitful sourcing strategies
• Examine goods procured to meet required standards
• Develop an annual procurement plan for Facility Head’s approval
Others
• Performs any other duties as may be assigned.
Qualifications & Experience • Higher National Diploma (HND) in Accounting or its equivalent. Or Diploma in Business Studies, Accounting Option • A minimum of 2 years relevant working experience. Proficiency in computer skills, spreadsheet, accounting packages and MS Word, Excel, Power Point is required. • Good working knowledge in Accpac Accounting Software is preferable. The Person Must have: • Good working knowledge in the use of the computer • Experience in providing technical support to other staff • Have very good interpersonal, communication, and report writing skills • Must be honest, transparent and reliable • High sense of responsibility, accuracy and judgmental skills • Must be team player and able to work for long hours and under pressure • Must be able to work with little or no supervision and have an eye for details
• The person must reside within the Tamale locality or willing to relocate to Tamale at no cost to the Association.
How to Apply
All interested persons with requisite qualification(s), should kindly send their Application Letters with a detailed Curriculum Vitae (CV), including two referees and cell phone numbers to:
recruitment@ppag-gh.org
Only shortlisted applicants will be invited for an interview.
Closing Date: 4th December, 2024
• People living with HIV/AIDS and disability are eligible and encouraged to apply
• PPAG believes in Child and Vulnerable Adults’ protection policy