Fairtrade Africa: Finance and Administrative Assistant

FAIRTRADE AFRICA PURPOSE: To improve the socio-economic conditions of African producers through increased access to better trading conditions.
TEAM PURPOSE: To deliver administrative, technical, and professional advice and expertise in support of Fairtrade Africa’s strategic roles.
JOB PURPOSE: To perform administrative and logistics tasks for Fairtrade Africa. To undertake specific tasks in support to the office Finance and Resources function.
REPORTING LINES:
Post holder reports to: Administrator
Staff reporting to this post: Administrative (None)
BUDGET RESPONSIBILITY: None
DIMENSIONS:
 Manages moderate amounts of cash and/or equipment.
 Tasks are routine, but may require the use of some initiatives and/or basic planning
 Draw from a number of information sources to inform individual and group decisions.
 Solves basic problems, which have some variety, and takes decisions based on a number of possible options.
 Communicates widely within the department, with some Fairtrade Africa contacts and/or wider external contacts.
 Contributes to the development of improvements to the admin/finance/logistics services, procedures and systems.
 Handling specific limited queries inside and outside Fairtrade Africa.
 Significant transaction processing
 Managing and monitoring some resources/systems.
KEY RESPONSIBILITIES:
Administration
 Responsible for daily operations of administration issues.
 Responsible management of monthly utility usages such as telephones, fax, stationery, etc., ensuring timely payment is made. Maintain records of electricity, telephone and fax usage.
 Maintain contacts with relevant organisations including external suppliers such as newspapers, tickets, stationery, hotels, etc.
 Responsible for arranging official documents for international staff/visitors, i.e. visa application & visa extension ensuring visa list is updated.
 Assist in arranging tickets and booking for accommodation for Fairtrade staff/visitors. Advice alternatives routes and available flights.
 Ensure that contact list is updated, manage incoming/outgoing mails/faxes and Fairtrade Africa common emails and circulate/distribute them accordingly.
 Answer incoming telephone calls and arrange outgoing calls when requested.
 Assist with typing and photocopying as requested.
 Supervise the work of cleaners, ensure that necessary training they perform against standard objectives and perform training as necessary. Supervise the work of admin intern.
 Conduct inventory of Fairtrade Africa equipment and assets. Arrange necessary repairs as needed.
 Manage small amount of cash for administration expenses.
 Maintain filing system, ensuring easy access to all staff.
 Monitor and process payment of office rent and relevant bills
Logistics:
 Ensure a supply of stationary is always available and replenish as necessary.
 Maintain record of use of Fairtrade Africa assets
 Arrange meeting/workshops in terms of logistics and administrative arrangement.
 Responsible for performing monthly logistic reports and requirements
 Responsible for handling minor repairs in the office
 Responsible for car rental and car arrangement for Fairtrade Africa staff as requested. Keep record the use of Fairtrade Africa vehicle(s).
Finance & Admin support:
 Support Finance Officer (FO) and Administrator to maintain an up-to-date system of finance and administration files.
 Responsible for preparing bank payment orders.
 Cover for other programme service staff when they are on leave/business trips, take bank papers back to office, and withdraw cash, handling cash payment and payment order process.
 Responsible for preparing monthly payments for office usage (i.e.: air ticket, stationary, telephone) and quarterly payment with Fairtrade Africa.
 Provide support for Administrative Officer in recruitment processes such as organising/arranging candidate to interview, etc.
 Be responsible for office -petty cash management.
SKILLS AND COMPETENCE: Essential (E) & Desirable (D)
 Excellent in spoken and written English (E)
 University degree, preferable in Finance, Accounting and/or Business administration/ Management (E)
 At least 3-years of working experience in administration/finance (D)
 Good computer skills (Windows, Excel); preparedness to learn and manage computer software packages necessary for office work, especially on communication and information management (E)
 Ability to work under pressure within the office, and prioritise routine and ad hoc tasks (E)
 Ability to work independently under minimum supervision as well as in a team in a multicultural working environment (E)
 Respect for confidentiality and have sympathy with the aims, objectives and beliefs of Fairtrade Africa and commitment to Fairtrade Africa’s gender and equal opportunities policies ensuring commitment to equality and fairness, irrespective of political, religious and ethnic affiliation (E)
OTHERS:
This job description is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments following discussion with the post holder. The post holder will be expected to work to agreed objectives, which should facilitate achievements of the key responsibilities in accordance with the Performance Review Process. APPLICATION Send applications to recruitments@fairtradeafrica.net by the 15th of January 2011. Please reference “FTA Finance and Administrative Assistant” in the subject line. All applicants should state how they meet essential requirements of the post, with ALL the following: detailed CV, cover letter and salary history (current and last 2 jobs is applicable), email address, telephone contacts, current and expected remuneration package, names of three referees with contact details by 15th of January 2011. Qualified applicants will be subjected to a background check as a condition of employment. The final hiring decision is anticipated end of January for a start date ASAP.

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