Job Vacancy at Deutsche Welthungerhilfe (WHH) – Project Administrator (PA)
Organisational Profile
Deutsche Welthungerhilfe (WHH) was founded as the National Committee for the Freedom from Hunger Campaign of the Food and Agricultural Organisation of the United Nations (FAO) in 1962. Today, WHH is one of the largest private development organisations in Germany. As a non-profit, non‐political and non-denominational organisation WHH is committed to fight hunger and poverty in currently more than 50 countries all over the world. In Sierra Leone WHH has been implementing development and relief projects since 2003.
In the case of equal suitability, ability and professional experience, female candidates are strongly encouraged
Job Title
Project Name
Project Administrator (PA) SLE 1078 , Public and Private WASH Services funded by Charity Water.
Location
Freetown / Bonthe
Contract Duration
One year with possible extension
Job Purpose
The objective of the position is to implement existing financial management standards in the project efficiently and promptly, thereby making a significant contribution towards the success of the project work.
Line Manager(s)
Head of Project and Finance Manager
Tasks/Responsibilities
coordinate the project office’s operations and provide logistic services,
Prepare and organize internal team meetings,
Facilitate information exchange between the project members, work partners and other institutions,
Make administrative and logistic arrangements of project activities (meetings, workshops etc.),
Schedule the project support staffs’ duty (e.g. allocating vehicles to drivers, schedule cleaning responsibilities),
Monitor availability of supplies (spare parts, stationary etc.) and arrange for replenishment and also regularly update the project inventory/assets list,
Procure equipment up to the specified guideline amount including request for and comparison of quotations,
Supervise the maintenance of vehicles and check vehicle logbooks,
Assist in personnel management. Maintain relevant personnel related documents (original version) and information for the project and forwarding copies to Country Office HR Officer (e.g. contracts, addendum to contract, raise in salary, job descriptions, change in address),
Keep an up-dated master copy of the project’s key records,
Maintain and control the annual leave record,
Review travel claims submitted by staff for preliminary approval and forward them to the Head of Project,
Prepare employment and consultant contracts according to WHH templates and guidelines,
Monitor the project finances and arrange for payments to suppliers and staff.
Assist and guide in the project’s financial expenditure planning. Ensure it is always updated,
Check funds at the bank and arrange for fund transfer from the WHH Head Office.
Monitor expenditures/costs (cost type and cost category) against the budget-Budget monitoring,
Arrange for banking transactions (deposit cash or cheque, cash cheques, collect monthly bank statement etc.)
Verify the fulfilment of contracts and arrange for the payment of consultant services
Monitor a/c receivables and payables settlement (e.g. payment of utilities and tax obligations)
Ensure settlement of private telephone bills, excess private mileage etc.
Immediately report problems involving finance and regulations
File all important documents regarding the project’s finances,
Coordinate with partner organisations and ensure compliant financial management, control and timeous reporting.
Compile internal (e.g monthly closures) and external/donor financial reports and ensure timely submission
Experience and Education
Professional/formal qualification
Training as describe above with additional qualifications (Techician, Trainee programme, Vocational college) or relevant professional experience.
Job related professional experience, 2 to 5 years
Languages
Excellent command of spoken and written English and spoken Krio.
Computer Skills
Advanced knowledge of basic office programmes (i.e. MS Office).
Excellent knowledge of modern communication technology (i.e. Email, Skype, Chat).
Core Competencies
Can think analytically and meticulous.
(Identify key issues and patterns in complex situations, plan independently)
Can think flexibly.
(Adapt to situations, consolidate different views, and adjust approaches)
Can manage resources.
(Make decisions aimed at improving processes and performance)
Can work in and with teams.
(Foster a collaborative environment and drive (a) team(s) in one direction)
Is diplomatic.
(Understand other people and display cross-cultural sensitivity)
Can align with organisational standards.
(Show integrity and act in compliance with organisational needs, and priorities)
Contact
Please send your Application (CV and Cover Letter, no support documents) to:
Only shortlisted candidates will be contacted. Documents once submitted cannot be returned to the applicant. Thus, please do not submit Originals.
Closing Date
27th November 2021
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