JOB DESCRIPTION

Job Title:           Finance and Administrative Assistant

Grade:              4 (N)

Level:   Associate Specialist Department:      Administration

Primary Purpose

The Finance and Administrative Assistant will have primary responsibility for providing administrative support to Church World Service Africa programs in South Africa, including assisting with reception, record keeping, and asset management.  This position assists with employee relations.  This position assists the Project Manager, Logistics and General Service staff.  This position works closely with Finance and Human Resources in Nairobi, Kenya.

Supervision

This position reports directly to the Logistics Officer with a dotted line to RSC Finance Manager Essential Duties

1. Maintains a filing system for the administrative( Finance, HR & Logistics) documents of the RSC Africa Sub Office that facilitates easy retrieval of documents
2. Receives invoices and attaches them to payment vouchers (PVs). Also attaches copies of contracts to PVs
3. Assists in labeling all fixed assets and updates the fixed assets registers with any new assets and asset movements in a timely manner
4. Manages petty cash under the supervision of the Project Manager
5. Manages a flow of documents between other departments and the Project Manager’s office;
6. Operates the reception duties as determined by the Project Manager
7. Assists in the preparation and implementation of SOPs for the Sub Office;
8. Assist with some areas of recruitment such as administering skills assessment tests as requested
9. Create, organize and maintain recruitment records as per CWS RSC Africa policy.
10. Assist with the conducting of background checks by notifying the identified candidates of the requirement to do the background check and who to send results to
11. Ensure all policies have been signed by staff as required, and scan and send copies to HR Nairobi
12. Maintain a copy of each staff file and file relevant documentation
13. Ensure all relevant benefits for new staff are obtained by assisting with the form filling and filing, follow up with and/or HR Nairobi
14. Assist with benefits administration such as reconciliation, terminations, etc.
15. Assist in preparation for new staff orientation and staff exit procedures in liaison with Site Coordinator and HR Kenya office:
    • Preparation of orientation documents
    • Preparation of all necessary exit forms
    • Preparation of withdrawal of staff from the medical and pension scheme
16. Perform other duties that maybe assigned
17. Under the supervision of the Project Manager and oversight of the Nairobi based Finance Manager, responsible for the bookkeeping of transactions occurring from the sub-office, including but is not limited to; excel and accounting system recording of cash issued and received, conducting weekly petty cash counts and reconciling same to the respective cash certificate.
18. After final review of Travel Authorization’s and card loading, assists the Logistics officer by issuing travel cards/cash and confirming with travelling staff that cards have been duly loaded according to the respective TA
19. Responsible for the reviewing and reconciling of travel expense reports as well as accepting and issuing of reimbursements due thereof
20. Reviews card balances and facilitates card clearing with the Accounts department in Nairobi after circuit rides.
21. Scans and sends monthly timesheets and medical certificates to HR department in Nairobi 22. Assists in the external audit process by retrieving and reviewing records and source documents.
22. Processes online payments as determined by the Project Manager and records such accordingly
23. Involved in collating information for monthly cash projection for the sub-office
24. Performs other duties that may be assigned.