Administrative & Finance Assistant - Children Believe

Our Mission is to empower street-connected children and their families in Ghana and beyond to live healthier, happier, and better lives. Since our inception over 20 years ago, we nurtured an inclusive environment that embraces the diversity and uniqueness of everyone. Irrespective of gender, role, or background, we pride our relationships on the highest levels of integrity and trust.

Job Description

Transform Lives with Children Believe! 

Join us to help break the barriers to education that steal children’s choices one by one until they have none. Together, we can foster an environment where education unlocks a world of choices, nurturing creativity, resilience, and hope for a better tomorrow. At Children Believe, we won’t stop until every child can dream fearlessly and grow up to live the life they choose to live.

Children Believe is currently recruiting for the following positions: 

Finance & Administrative Assistant-CHANGE Project - Ghana Office

Responsible for assisting the Country Office Finance Manager in preparing financial reports and accounting processes of the CHANGE project and other country office grant projects. This includes preparing monthly reconciliations with accounting processes such as preparing accounts payable, data entry, reviewing travel and purchase requests, general ledger, validation of receipts, vouchers and financial data, audits, monthly closings and updating and running reports using prescribed accounting software, etc., to achieve required results.

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The Finance and Administrative Assistant is also responsible for coordinating with the Office Administrator to source invoices for office supplies and equipment, monitoring supply usage, preparing logistics for meetings, workshops, and conferences and maintaining accurate inventory records of all CHANGE Project assets.

The Finance and Administrative Assistant is also responsible for coordinating with the Office Administrator to source invoices for office supplies and equipment, monitoring supply usage, preparing logistics for meetings, workshops, and conferences and maintaining accurate inventory records of all CHANGE Project assets.

This role includes, but is not limited to:

Financial Planning & Budgeting – 30% of Time 

• Enter, update, and/or retrieve accounting data and transactions from the QuickBooks/Sage Intacct Accounting software ensure accurate posting of all financial transactions
• Liaise with the Finance Officer-CHANGE, and facilitate internal and external audits of the projects and programs.
• Prepare bank and MoMo reconciliations and share the same with COFM for validations.
• Support in the preparation of the project’s annual, quarterly and monthly implementation plans including budget and cash flow forecast & variance analysis) 
• Support with preparation of quarterly utilization, variance and burn-rate reports

Cash Flow Administration - 20% of Time 

• Ensure that all documents, retirements, invoices, payment records, receipts, bank statements, reconciliations- etc. are filled appropriately per donor and CB’s internal policy
• Ensures proper coding of expenditures and makes necessary measures timely to ensure the quality of data
• With the support of the CO Finance Manager and Finance Officer-CHANGE, receive and facilitate review of employee travel and other fund advance requests, and purchase requests and advise on fund availability.
• Receive cash refunds by staff and deposit them into the CO project bank account and issue receipts accordingly 

Procurement & Administrative Support – 25% of Time 

• Process payments and documents such as invoices, bills, journal vouchers, purchase orders, accounts payable, etc.
• Verify items billed against items ordered against waybills and received and reconcile differences through follow-up with the vendor and/or other employees.
• Maintaining cheque registers and ensuring that vendors or service providers acknowledge receipts for all payments made.
• Liaise with the Office Administrator, and source for invoices for the purchasing of office supplies and equipment.
• Prepare logistics for official meetings, workshops and conferences with the guidance of the Office Administrator.
• Keep accurate inventory records and monitor usage of all supplies and other inventory. 

Compliance Monitoring & Reporting - 25% of Time 

• Liaise with Finance Manager and Finance Officer-CHANGE to review staff expenses.
• Post financial transactions and data to appropriate accounts in the Intacct accounting software according based on technical guidance from the CO Finance Manager
• In consultation with the Finance Officer, prepare bank reconciliation and country office month-end financial reports for review by the CO Finance Manager 
• Others: Comply with all CB policies and procedures

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Required Skills or Experience

Qualifications & Experience

• Degree in Accounting and Finance, or equivalent accounting qualification;
• 2 -3 years’ progressive work experience in accounting and financial management including financial analysis, reporting and budgeting;
• At least 2 years' experience working with financial Software-Sage Intacct and QuickBooks is an advantage;
• Excellent oral and written skills in English with ability to clearly and concisely communicate ideas to a variety of audiences;
• Demonstrated ability to prioritize own work under pressure and within guidelines;
• Ability to manage arduous physical and emotional strains of the job; Excellent interpersonal/communication skills;
• Ability to quickly learn and apply new system procedures as they are introduced;
• Commitment to CB’s Vision, Mission and Values

Attributes, Traits, and Behaviors:

• Entrepreneurial and inspirational, with a demonstrated ability to build and sustain a safe work environment.
• Build CB’ child protection & education in humanitarian action portfolio and integrate gender and safeguarding components across program interventions.
• Passionate in keeping children and vulnerable adults safe from any types of harm and abuses.
• Belief in an equitable approach to meet the different needs of socially marginalized groups.
• Exceptional multi-tasker ensuring delivery of time-bounded donor-funded projects.
• Exhibit a credible presence that commands attention and respect and installs the confidence of others.