Responsible for:- Administration and Finance
Responsible to:- Finance Officer

Purpose of the Position:

To provide secretarial and administrative support to the organisation, and support the Finance Officer with financial administration including day- to- day management of Petty Cash Book, using the QuickBooks Accounting System.
Job Title: Administrative / Finance Assistant

MAIN TASKS AND RESPONSIBILITIES Administrative Support Duties

•   Provide secretarial and administrative support to the Director and other staff;
•   Undertake general clerical and administrative duties, e.g. office reception duties, both in person and on the telephone, including taking messages for other staff; photocopying and mail-outs etc;
•   Undertake general office duties including drafting and sending standard letters; monitoring stocks of basic items, for example stationery and toiletries, and ordering/supplying stationery, toiletries, periodicals, equipment as and when required;
•   Establish and maintain filing systems as appropriate in agreement with line manager;
•   Support the Management in ensuring that Health and Safety Regulations are complied with;
•   Coordinate staff meetings, and attend other meetings/events in a secretariat capacity as and when required;
•   Organise travel and accommodation for the organisation’s staff and visitors on official errands;
•   Supervise the work of the Cleaner and Security.

Financial Administration Duties

•   Carry out day- to- day management of office Petty Cash Book, using the QuickBooks Accounting System;
•   Obtain quotes for goods and services, including travel in accordance with the financial procedures;
•   Scrutinise and check invoices for accuracy including goods and services before procurement
•   Assist the Finance Officer with the preparation of monthly financial statements and bank reconciliation statements; •   Assist the Finance Officer in the co-ordination of events and conferences, and
•   Carry out any other tasks as reasonably required by the Director.

KEY COMPETENCIES
The applicant must have

•   Accounting and/or bookkeeping training or qualifications;
•   Knowledge of financial systems, including accounting systems and budgetary control;
•   Excellent communications skills, both written and verbal;
•   Ability to work calmly under pressure and keep to deadlines;
•   Ability to work independently but also as part of a small team;
•   Experience of using QuickBooks (or other accounting packages). Training in QuickBooks can be provided, if necessary.

The Administrative/Finance Assistant MUST have the following skills and experience:

•   HND – Accounting Option or equivalent qualification;
•   At least a year’ experience of accounting and/or bookkeeping;
•   Some administrative skills;
•   Ability to work cooperatively with different types of personalities, and
•   Knowledge and understanding of issues and dynamics relating to people with disability.
Circumstances:
•   Able to work with people with disabilities;
•   Able to work flexible hours as required by the role and VOICE GHANA;
•   Able to work additional hours when necessary.

D = Desirable E = Essential

Qualification Required & Experience

•   HND – Accounting Option or equivalent qualification E

Experience

•   At least a year’ experience of accounting and/or bookkeeping E
•   Have some administrative skills E
•   Experience of using QuickBooks (or other accounting packages) D

Knowledge / Skills

•   Excellent communications skills, both written and verbal E
•   ICT literate E
•   Ability to work calmly under pressure and keep to deadlines E
•   Ability to work independently but also as part of a small team E
•   Good working knowledge of Ewe and Twi languages D
•   Fluent in English E

Personal Qualities

•   Applicant must not be more than 35 years of age E
•   Lady with disability is highly preferred E
•   Able to communicate complex issues in a concise, accessible and engaging way D
•   Ability to work as part of a team in a co-operative and supportive way E
•   Able to work with people with disabilities E
•   Creative and lateral thinking D
•   Attention to detail, patient and persistent D
•   Ability to work to tight deadlines E

Commitment to

•   VOICE GHANA’s aims and objectives E
•   Work flexibly and be adaptable, prepared to travel to meetings, conferences and training etc. E
•   Some weekend and evening working E
•   Engage in learning and development activities D

Location: Ho, Volta Region

How To Apply For The Job

Are you interested to apply? Please, download and complete the Job Application Form to us through our email:

info@voiceghana.org

or via EMS post to:

Box HP 843,
Ho, Volta Region

Closing Date: 17 July, 2015