Inspire Action currently has an opening for an Administrative and Finance Assistant.
For the most recent job opening, click here.
Job Description
About the Position
Inspire Action has a full-time role available for an energetic, committed and thoughtful professional to support the financial and administrative needs of our newly setup Accra Secretariat office. The position is open to nationals of Ghana ONLY.
The selected candidate will provide financial support to ensure that our systems and processes are in compliance with office policies as well as provide administrative support to all team members for the planning and execution of relevant meetings and project activities. Based within the Accra Secretariat office and reporting to the Administrative and Finance Manager, the Administrative and Finance Assistant will need to be able to prioritize and support a variety of tasks.
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The successful candidate will have experience in providing administrative, financial and operational support within an office setting, an understanding of basic financial principles, and the ability to coordinate with multiple local stakeholders (including donors, local officials, partners and suppliers). They should have knowledge of Ghana Non-Profit Organization finance requirements, excellent attention to detail, and be able to effectively communicate in both English and Pidgin.
Responsibilities
The Administrative and Finance Assistant will be an excellent team player, possess the required interpersonal skills and will be able to maintain flexibility in their role. The key responsibilities are, though not limited to
Administrative:
- Provide administrative and operational support to the Accra Secretariat office such as running the front desk, answering the office telephone, purchasing office supplies, coordinating with vendors as requested, among other tasks.
- Provide logistical and administrative support for staff and partner site visits, meetings, or external stakeholder visits to Ghana. This may include, but is not limited to making visa administrative documentation, hotel reservations, booking flights, distributing email invitations, ordering and ensuring the delivery of meals, etc.
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- Organization of workshops, conferences, retreats.
- Coordination of surveys, per diem, travel agencies, organization of common services and other administrative surveys,
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
- Carry out other relevant assignments on behalf of Inspire Action, as requested.
Finance:
- Review staff expenses claims with supporting receipts and prepare monthly expense reports.
- Prepare weekly/monthly payments in accordance with the agreed timetable and financial control procedures and ensure correct coding of all costs.
- Act as a point of contact for all accounts payable queries.
- Maintain a strong control environment, ensuring accounting records are complete and accurate.
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- Ensure all transactions are processed accurately within the accounting system, Microsoft Business Central.
- Assist the Administrative and Finance Manager with the maintenance of the fixed asset register.
- Provide administrative support in relation to all bank accounts.
- Assist the Administrative and Finance Manager with some balance sheets reconciliations.
- Help generate supporting schedules required in relation to the year end statutory accounts.
- Liaise with the Administrative and Finance Manager and the Inspire Action field or different location teams, as needed.
- Help ensure that the Inspire Action Secretariat Office is and remains in compliance with NGO regulations.
- Coordinate with other consultants or Inspire Action staff to ensure up to date record keeping for annual audit purposes.
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Required Skills or Experience
Required:
- Bachelor’s Degree in Finance, Business Administration, or related field.
- Two years minimum experience working with in a similar role, preferably NGOs.
- Experience working with financial accounts to ensure proper record keeping in accordance with Ghana audit requirements.
- Track record in completing administrative, finance, and operational tasks with professionalism, a high degree of accuracy and efficiency.
- Good working knowledge of the suite of Microsoft Office applications and excellent Microsoft Excel skills.
- Excellent spoken and written English.
- Experience working with multiple currencies.
- Experience of performing bank reconciliations.
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Desired:
- Self starter who is able to identify and complete tasks with minimum supervision.
- Experience with NGO administrative, finance and legal processes.
- Experience working with a diverse and global team.
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Personal Attributes:
- Team player who is willing to routinely collaborate and problem solve with colleagues in both Ghana, the rest of Africa, the United States, and Europe.
- Ability to problem solve and develop creative solutions to challenges encountered within a local office and help establish and implement new systems and processes.
- Detail oriented, with the ability to work on multiple tasks in an efficient manner.
- Strong time management skills – the ability to stick to deadlines and timetables;
How To Apply: Administrative and Finance Assistant at Inspire Action
Applications must be submitted in English and include a CV, cover letter (maximum one page) and contact details of two professional referees, one of which must be the applicant’s current / most recent line manager or current / most recent Head of HR. Please send applications by email in PDF format to jobs@i-action.org, including ‘Finance and Admin Assistant – Accra’ in the subject line of the email.
This position will remain open until a suitable candidate is identified, if you do not hear from us in 14 days, please consider that your application was not successful.
Please note that only candidates under serious consideration shall be contacted for the next phase of the hiring process.
Inspire Action is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position.
Our Core Values and Principles:
Inspire Action’s core values are Duty of Care, Integrity, Professionalism, Accountability, Respect for Diversity.
Inspire Action’s work shall rest on four principles, which seek to create the conditions for everyone to live happier, healthier, richer and freer lives with one another through:
- Strengthening communities by providing safe and enabling environments where people of all ages, and especially children and youth can live up to their full potential.
- Supporting families by providing acceptable levels of shelter, water, hygiene and sanitation, healthcare, and eradicating hunger.
- Harnessing the potential of every human being especially the youths by developing life skills, critical thinking, a sense of self-esteem and the capacity to engage meaningfully in the community.
- Develop societies by advocating population-level policy solutions to prevent and reduce harm caused by prostitution, alcohol and drugs.
Our Pledge of Independence
Inspire Action is an independent, non-profit, non-partisan and non-confessional, voluntary and international non-governmental organization.
As such all Inspire Action’s staff members, consultants, vendors, and contractors pledge to actively promote human rights and human dignity in their professional activities and everyday lives.
