Job Vacancy at Solthis – Administrative and Finance Assistant

Solthis is an international medical NGO which contributes to the strengthening of health systems to improve the access to quality care in countries with limited resources and/or with the vulnerable populations. Solthis is registered and has been operating in Sierra Leone since 2011 where our teams have been providing comprehensive technical support at both health facility, national and community levels to improve quality of HIV and TB care.

Assignment

The Administrative and Finance Assistant will assist the Administrative & Financial Manager in her Financial and administrative activities in Sierra Leone

Tasks and responsibilities

1. Accountancy / Cash-Flow Management

• Cashbox management using the encoding spread sheet (in & out, follow-up sheet, regular inventories to be signed by HOM/AFM).

• Weekly cash count of petty cash with AFM

• Follow-up of advances made for payments and any kind of purchases.

• Check all invoices/receipts (quality and the exhaustive information), preparation & encoding of Disbursement Request to be submitted to AFM, and ensure payments (preparation of cheques, bank transfer forms)

• Assist in the preparation and payment of taxes and contributions to the different administrations (NRA and NASSIT) after submitting and validations of the documents to the AFM.

• Perform the encoding of petty cash box accounting documents, computerizing on Excel,

• Scanning, classification and archiving of all vouchers/invoices/receipts.

• Present to the AFM requests of cash according to the forecasted expenditures, withdraw the cash at the bank

2. Administration

• Ensure the “admin-log report” presents an updated and accurate view of Solthis administrative commitments.

• Collaborate with the Logistic Assistant and the Administrative and Financial Manager to the organization of trainings: distribution of DSA and transportation expenses, attendance lists ...

• Assist the AFM in the acquisition and follow up (expire dates) of visas, work permit, resident permit, driving license...

• Work in close collaboration with the Log Assistant to ensure compliance with Solthis procedures in terms of procurement.

• Assist the AFM in drafting of contracts and ensure contractual commitments follow-up (Insurance, Dwelling, Internet, Maintenance etc…) and inform AFM/HOM of relevant deadlines

• Assist the AFM in filing contractual document for the office.

3. Communication and reporting

• Participate in collaboration with the AFM of the elaboration of monthly reports (documents/spreadsheets)

• Participate in the elaboration and implementation of tools and procedures.

Profile

Education: Diploma in Business Administration or in a relevant discipline (Accounting)

Experience:

• At least 2 years’ professional experience in administration, accounting and finance

• Experience in NGO is an asset

Required skills:

• Excellent understanding of office administration practices and Sierra Leone regulation framework

• Excellent knowledge and ability in relevant computer applications (Word, Excel, Outlook)

• Excellent planning, organizational and problem solving skills

• Excellent communication (written and oral) and reporting skills,

• Ability to work in multi-cultural teams

• Interest in IT

Personal characteristics

• Ability to work independently and as part of a team;

• well organized, and able to prioritize multiple tasks, while driving results;

•  Strong organizational skills, Good analytical and problem-solving skills.

Conditions

Starting date: ASAP

Project duration: 3 Months - full time (100%) with possibility of extension

Salary & benefits: according to professional experience and grid Solthis + health insurance

Location of work: Post based in Freetown

Submission of applications: Please send your application in English (CV, cover letter, references, dates of availability) to the Administrative and Finance Manager:

[email protected]

quoting reference “Admin-Fin Assistant”, by 28th November 2021.

Solthis reserves the right to close any vacancy before the advertised deadline. Thank you for your understanding.