Finance and Operations Officer

Title: Finance and Operations Officer

Location: Mbabane, Eswatini

Reports to: Country Representative, Eswatini, with a dotted reporting line to the Project Operations Support Team Lead based in Kenya.

How will you fight for an AIDS-free generation?

We are seeking a qualified, highly resourceful and dynamic Finance and Operations Officer to coordinate administrative and financial support services for the implementation of EGPAF’s program strategies in Eswatini. The Finance and Operations Officer will work closely with the Project Operations Support Team based in Kenya to provide effective and efficient support to the Eswatini program.

No two days are alike at EGPAF, but what can you expect as a Finance and Operations Officer?

Financial

• Coordinate collection of vendor invoices verifying that information and supporting documentation is timely, accurate, complete and in compliance with EGPAF’s financial policies to facilitate the payment process.
• Disburse travel advances and reconcile staff advance accounts.
• Assists the Country Representative in the maintenance of an efficient filing and recording of financial and administrative files.
• Daily posting of all transactions in QuickBooks and ensuring consistency, accuracy and completeness of such transactions.
• Work on key finance end-of-month KPIs to ensure the Country Office meets all HQ reporting deadlines for QuickBooks closing.
• Support of both internal and external audit.
• Focal finance representative in the Country office.
• Supporting budget monitoring in close liaison with the Project Operations Support Team, perform bank-related activities; cashing checks, delivering communications, reconciliations etc.
• Assist with uploading of payments on the online banking platform.
• Support in the payments of participants and other beneficiaries.
• Respond to routine queries on the status of payments, requests for general information and other budgetary issues.
• Maintain stock records for stationery and supplies for the office, working with suppliers, verifying receipt of supplies, and requisitioning in line with office procedures.
• Maintain and update spreadsheets and databases for internal expenditure control purposes.
• Prepare regular financial reports.
• Act as the petty cash manager.
• Coordinate any country-related Tax and statutory tasks such as filing returns.
• Provide vendor and contract management.
• Conduct risk management tasks.
• Conduct training and capacity building for staff members on financial procedures.

Administration

Coordinate all administrative and secretarial support services for the implementation of EGPAF’s program strategies

• Assist with effective management of day-to-day operations of the office.
• Receive visitors to the office with a high standard of courtesy and hospitality and direct them appropriately.
• Oversee the organization of internal and external meetings and events as directed, which may include setting up of rooms/venues, arranging catering and refreshments, ensuring the necessary equipment and materials are in place and functioning.
• Record minutes of staff meetings and circulate them amongst the staff and meeting attendees.
• Assist in documentation and archiving of program documents, records and reports in line with EGPAF’s requirements.
• Review outgoing correspondence for accuracy (address, attachments etc.) and conformance with formal formatting procedures and special instructions prior to dispatch.
• Oversees the arrangement of travel logistics for staff, consultants and training participants including hotel reservations and where required airport and hotel pick-ups.
• Oversee the facilitation of retirement of trips for program staff and non-EGPAF staff where required.
• Develop and maintain an updated address book of all key partners and stakeholders.

Other duties include:

• Oversee country fleet management responsibilities as per the global manual.
• Oversee the country’s Inventory management responsibilities as per the global procedures.

Any other duties as needful.