Project Finance and Administration Officer

Job Description

The Project Finance and Administration Officer supports the IFAW Zimbabwe office by maintaining administrative systems, financial and logistics procedures and functions, processing invoices, and overseeing the procurement process. The role involves managing day-to-day finance, administrative, and logistical functions of the IFAW field office. The officer will also develop monthly financial reports and assist with all logistical arrangements for workshops, seminars, and IFAW events.

Key Responsibilities

• Process invoices and payments for the field office in line with the IFAW procurement policy. Support the procurement process
• communicate with vendors and coordinate with staff for new procurement requests
• compile quotations
• and share reviews with the procurement committee Manage day-to-day finance
• administrative
• and logistical functions of the IFAW field office. Assist with all logistical arrangements for workshops
• seminars
• and IFAW events
• draft and send out letters of invitation
• follow up on invitations
• and support the preparation of agendas and workshop packs. Develop monthly financial reports to assist in report generation and forecast budget adjustments
• ensure accurate and timely submission of financial reports for projects
• and monitor expenditures in the various budget categories to inform staff of variances in expenditure against budget. Lead the preparation
• monitoring
• and management of projects budget of the Zimbabwe Landscape. Support the review of project staff expense reports
• ensuring timely reporting
• completeness
• accuracy
• and compliance. Disburse and reconcile the field petty cash to all the field staff in different locations monthly. Support the maintenance of the register of fixed assets
• ensure an up-to-date assets register is maintained properly
• ensuring optimum operation and regular servicing
• insurance
• repairs
• labeling
• and security of all office equipment and assets. Under the guidance of the Finance and Operations Manager
• ensure appropriate financial systems and controls are in place and adhered to. Support training in systems and policies for project staff. Ensure compliance with institutional policies as well as terms and conditions for restricted grants
• contracts
• or other funding sources. Manage project leases and insurance payments for vehicles and the office. Support the FOM with grants management
• submitting cover sheets and grant support documents for payment processing and drafting and preparation of grants and contracts.

Requirements

• Diploma in Accounting/Finance or in a relevant discipline preferred. At least 4 years' experience in the accounting/finance/administrative field. Intermediate computer knowledge and experience with Microsoft Office software required. Experience with
• or knowledge of
• Unit4 ERP or other related financial software preferred. Ability to manage and prioritize competing demands
• deadlines
• and processes with an exceptional customer service ethic and orientation. Restricted funds experience is preferred Demonstrate proactive critical thinking and practical problem-solving abilities. Excellent organizational and analytical skills with attention to detail. Effective communication skills and ability to operate in a culturally diverse international organization.

Benefits

• Hiring range is $27
• 000-$33
• 000 USD