Overview
The role involves performing administrative and financial functions to support the Individual Giving operation, including contract management, payment processing, and budget monitoring.
Key Responsibilities
- Follow up on timely reception of invoices from suppliers, consultants and any other counterpart related to the Individual Giving Operation.
- Revise the accuracy of the values and concepts being presented in invoices.
- Process in Vision the initial steps towards issuing payments.
- Follow up with operations when delays in payments occurs.
- Drafts notes for the records when necessary.
- Archive the administrative documentation supporting each payment.
- Liaise with any administrative instance inside the country office to respond to any requirement related to payments.
- Support the fundraising officers in drafting terms of references when bidding processes occurs.
- Support the preparation of documents when CRCs are necessary.
- Support the preparation of terms of reference for contracts including budgetary lines implied.
- Maintain a record of start and end date of contracts.
- Anticipate the renewal date of contracts when necessary.
- Support in gathering documentation to update or to extend contracts.
- Support the preparation of Note for the Records.
- Archive all the administrative documentation related to contracts.
- Liaises with procurements and other administrative instances to respond to any requirement related to contracts of the IG operation.
- Mapping annual procurement needs in close collaboration with channel heads and the office procurement team.
- Monitor Funding Sources; tracking all local and external funding sources supporting the area’s activities.
- Prepare periodic summaries for the manager on the status of each funding source
- Maintain accurate and up to date records of expenditures and costs related to the area
- Prepare regular financial reports for internal review and management decision making.
- Compare actual spending against budgets and identify deviations.
- Monitor budget execution to ensure alignment with planned allocations.
- Flag potential overspending or underspending and alert the manager promptly.
- Support the preparation of budget forecasts and adjustments as needed.
- Prepare dashboards, spreadsheets, and summaries to support strategic decision making.
- Liaise with Finance, Procurement, and other relevant units to ensure compliance with organizational procedures.
- Coordinate with project focal points to gather financial and operational information.
- Support the manager in preparing inputs for internal or external reports.
- Assist in the preparation of documentation required for audits or donor reviews
Required Experience
• 3 years of relevant experience.
Qualifications
• Secondary education
