Finance & Administrative Assistant

Project Description

Meeting Targets and Maintaining Epidemic Control (EpiC), a global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Department of State (DOS), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; expand tuberculosis detection and treatment (TB), improve maternal and child health (MCH), address malaria; and promote health systems strengthening (HSS) including supply chain management.

The EpiC Cameroon buy-in will support the continuation and expansion of life-saving HIV prevention, treatment, care, and support services in Cameroon, building upon the foundational work of previous PEPFAR-funded initiatives. The focus will be on strengthening community-led platforms and integrating them with facility-based systems to increase access to quality HIV-related services, particularly for populations at higher risk of HIV, long distant truck drivers (LDTD), Children and Adolescents Living with HIV (C/ALHIV), HIV-exposed infants (HEIs), and their caregivers. The program will contribute to closing gaps mainly towards HIV case finding (the first 95) while maintaining the gains of the second and third 95 of the UNAIDS target. Collaboration with the Government of Cameroon (including the Ministry of Public Health and the National AIDS Control Committee), PEPFAR clinical partners, the Global Fund, and local community organizations will be essential to ensure the delivery of high-quality, evidence-based case finding, family-centered where necessary and population-specific interventions.

Job Description

The Finance and Administrative Assistant will report to the Finance Officer and closely coordinate with the Zonal Clinical Advisor to perform accounting, financial and administrative duties for the EpiC Cameroon project. S/he will work with funding sources from the U.S. government and perform the audit function to assure accuracy and compliance with internal and external regulations. S/he will also be responsible for routine preparation of documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting / referring / assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing, and reconciling information or financial data, records management, review and processing, research, and inventory.

Job Responsibilities:

Financial

• Establishes and manages accounting record keeping systems and procedures for tracking and reporting.
• Under the supervision of the Finance Officer, he/she will be responsible for managing EPIC project expenditures, including daily payments that are duly approved in accordance with FHI 360 systems and procedures.
• Support the Finance Officer in preparing invoices and ensure that all transactions are fully and properly documented.
• The Finance & Admin Assistant must verify advance requests, travel expense reports, and operational expenses for accuracy and completeness and ensure that expense reports have been approved according to FHI 360 systems and procedures before making any payments.
• Support the finance and grants officer in tracking and processing funding requests and sub-grant reports.
• Works with project leaders to resolve problems associated with monthly expenditures and project budgets.
• Review and validate supporting documentation before processing of financial transactions to ensure all required documents are accurate and complete and authorizations are in place.
• Set and monitor sound accounting and financial reporting procedures for project/grant sub-recipients and partners following established standards.
• Ensure setup and maintenance of all data required for processing financial transactions for assigned project/grant accounts in GFAS financial accounting package.
• Assess, evaluate and monitor subrecipient financial management processes in accordance with policy and strengthen capacity of partner in financial accounting and transactions.
• Work on the SFR account reconciliation on a monthly basis and correct any variances timely manner.
• Make sure the SFR liquidation tracker is updated.

Administrative:

• Receives and distributes incoming mails and coordinates outgoing mails, including courier services, and interoffice mail distribution.
• Schedules meeting between partners and the organization.
• Assists with the preparation of materials for meetings and conferences. Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• Prepares and maintains documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
• Performs other duties as assigned.

Required Qualifications:

• Associate’s degree or its International Equivalent.
• Minimum of three (3) years of accounting/finance and administrative support experience.
• Strong knowledge of concepts, practices, and procedures with Generally Accepted Accounting Principles (GAAP), budgeting and fiscal control theories and practices.
• Working knowledge of general office practices and administrative procedures.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Excellent quantitative and analytical skills; strong critical thinking and problem-solving skills.
• Demonstrated spreadsheet and database software skills.
• Demonstrated excellent organizational and coordination skills and attention to detail.
• Ability to handle complex and confidential information with discretion.
• Ability to work well with others and verify and analyze financial data, identify errors and prepare reports.
• Gathers readily available information from office records to drafts e-mails, memos and other documents.
• Ability to proofread documents for grammar, spelling, punctuation, and basic formatting.
• Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
• Requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Records and documents information accurately.
• Fluency in spoken, written, and reading in both English & French is required.

The expected hiring salary range for this role is XAF 7,000,000 - 9,000,000 for annual gross salary for national local hire. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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