Administrative and Finance Officer - Lome

Scope of Work

Strengthening Regional Peace and Stability in West Africa Program

Administrative and Finance Officer

POSITION

Administrative and Finance Officer

PERIOD OF PERFORMANCE

Upon arrival – life of project

MAXIMUM LEVEL OF EFFORT

LTTA

BASE OF OPERATIONS

Lome Togo

POSITION REPORTS TO

Country Director / Finance Director

1. Project Background

The Strengthening Regional Peace and Stability (SRPS) in West Africa Program is a five-year, USAID-funded program implemented by DAI. The program supports the efforts of West Africans to address the risks of instability from conflict, and prioritizes targeted governance, conflict and violence prevention, peacebuilding, and preventing and countering violent extremism (P/CVE) interventions across the region. Program interventions will address causes of fragility, and focus on good governance approaches, conflict prevention and response, and peace-building interventions across select target countries in the Sahel and coastal West Africa.

2. Objectives of the assignment

The Administrative and Finance Officer will be responsible for day-to-day project administrative and financial needs and will also play a pivotal role in assuring adherence to financial policies, project policies and procedures, regulations, controls, and reporting systems. S/he will provide accounting and financial analysis support to the project office and will ensure submission of financial reports based on internal deadlines. S/he will work closely with the operations and finance team to ensure smooth implementation of the SRPS program in compliance with USAID and DAI rules and regulations, as well as the Country Director for specific country needs.

3. Tasks & Responsibilities

The following comprise main responsibilities of the Administrative and Finance Officer:

Administrative:

• Enforces use of DAI’s operations & procurement system (TAMIS).
• Maintains electronic records and files of all required backup documentation in the relevant DAI’s system platforms, including any required hard copy files.
• Administers the in-office stock of stationery and office supplies and oversees management of supplies in provincial offices.
• Manages project driver /logisticians and office cleaner(s).
• Oversees logistical arrangements for events, renting of premises, arrangement of accommodation, transportation, coordination with participants and invited experts.
• Assists the Country Director and other senior operations staff as required.
• Provides support for day-to-day office operations and logistics needs.
• Provides support to the HR Manager in staff HR management as requested.
• Provides leave of absence cover for staff as required.
• Escalates any issues to his/her supervisor immediately.
• Prepared to travel to project implementation sites as required.

Finance:

Cash Management:

• Initiates wire requests for field project implementation in accordance with DAI schedule.
• Record all financial transactions in Field Accounting System (FAS) or FERs on a daily basis.
• Ensures the safeguard of bank checks, cash receipts, and petty cash.
• Receive and verify suppliers’ and consultants’ invoices along with justification documents. 
• Verify expenses for accuracy and project accounting codes.
• Ensures accurate and timely processing of invoices, advances and reimbursements, checks, and wire transfer payments. 
• Upload the FERs to Oracle and accounting systems based on DAI’s schedule.
• Compiles backup documentation for all project related transactions and ensures completeness and appropriate review and approvals are documented.
• Maintain an accurate filing of payment vouchers and other financial documents and perform regular spot audits on project’s financial files.
• Ensure backup documentation is scanned and uploaded to the relevant system according to set deadlines.

Salary Calculation and Disbursal:

• Ensure that the employee profiles are up to date.
• Prepares all documentation for the processing of timely and accurate payroll payments for the office and ensures leave balances, and payroll taxes are accurate. 
• Ensure that salary is disbursed, payroll is recorded in the accounting system, and individual paystubs are distributed to all employees on schedule. 
• Prepares necessary documentation for corporate tax, NFSS, TOS, and VAT auditing. 
• Tracks and monitors leave balances and liability payments.
• Reviews employment agreement and modifications and updates salary calculations based on local and company requirements.
• Ensures staff compliance with timekeeping policy and procedures.
• Always maintain strict confidentiality.

Travel Advances & Reimbursements:

• Work with the Finance Manager to approve and distribute travel advance amounts based on SRPS’s travel advance policy.
• Audits travel requests and expense reports for accuracy and compliance.
• Follows procedures to ensure accurate and timely payment and reconciliation of travel advances, reimbursements for staff and partner travel.
• Reviews and monitors outstanding advances report by paying close attention to advances that have not been settled after 30 days of issuance.

Budgeting and Reporting:

• Assist in developing budget estimates for technical activities and events.
• Assist in the production of spending reports, track, and analyze technical activities budget spending with subcontracts, procurement, and grants team.
• Assist in the production of spending reports on Other Direct Costs, track and analyze spending.
• Assist in preparing the monthly financial projections for the project.
• Assist with quarterly accruals reporting and other financial reports to USAID. 

Other tasks as assigned.