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Graduate Finance Assistant At TSHIP

Date Posted: 19/Feb/2014
Deadline: Not Specified

Finance Assistant

Roles and responsibilities

Summary of key functions:

The role of the Finance Assistant, State office, S/he will also support in managing the project inventory, maintaining project records, preparing inventory reports, and providing finance and administrative assistance to project staff. S/he will report to the State Coordinator.
We are looking for a graduate who has a commitment to and a desire to develop his/her skills and experience in general office administration, accounts and finance.

1. Ensuring effective operation and smooth functioning of zonal office;
2. Providing administrative and logistical support to project staff and consultants, including arranging staff and consultant travel logistics;
3. Establishing and maintaining effective office filing and information management systems;
4. Organizing and managing special events, such as meetings and workshops;
5. Coordinating and organizing office and project transport and drivers
6. Assisting staff with preparing official correspondence, photocopying, and carrying out other administrative tasks, as required;
7. Tracking pending actions, including following-up with/reminding Project Team members on pending actions and circulating minutes of WRPM and other meetings
8. Maintaining project equipment and managing project inventory; and 
9. Ensuring adequate supply of office supplies.
10. Receive and process payment requests and ensure documentation are complete
11. Processing, monitoring and updating the project staff advances 
12. Support the accounts department in processing monthly accounts and reporting to the home office 
13. Maintain the State office petty cash and prepare Petty Cash Journal for the monthly closeout of field accounts and ensuring adequate supply of office supplies
14. Conducting and reporting pre-training venue inspections (residential and classroom facilities, etc) and working with hotel staff to prepare the venues as required 
15. Write cheques, update the cheques register, make copies of cheques and payment vouchers and make bank account deposits when required 
16. Periodic photocopy of documents, memos for cheque raising and payment vouchers 
17. File voucher receipts and maintain regular update of voucher receipts’ registry 
18. In conjunction with the state office Coordinator, Finance Assistant update and tag Project Inventory and
also responsible for managing the project inventory, maintaining project records, preparing inventory reports, and providing administrative assistance to project staff.
19. Receive office visitors, receive documents and mail, distribute mail to the concerned project staff, and answer phone inquiries
20. Ensuring effective operation and smooth functioning of project office, equipment, inventory, vehicles, drivers, cleaners and other Zonal Office support staff.
21. Other duties as assigned by the supervisor


Skill set

IV. Competencies 

1. Working knowledge of office management.
2. Ability to work with a team.
3. Computer literacy, with competence in word-processing, spreadsheets, database
4. Strong communication and interpersonal skills
5. Good Organizational Skills 


V. Recruitment Qualifications

Education: 6. A University degree or High school diploma in Administration/Accounting/Finance or other relevant social Sciences 
7. At least one year experience in office Finance and administration, organizing and managing meeting and travel logistics and managing inventory, preferably with international projects will be an added advantage
8. Excellent computer skills, including a working knowledge of Microsoft Office applications; especially MS Word and Excel
9. Solid judgment, critical thinking, ability to solve problems and multitask, and ability to work under pressure
10. Strong communication and interpersonal skills; ability to work as part of a team.

Experience: • Minimum of one or two years working experience 

Language Requirements: • Fluency in English is essential


Work experience




Method of Application

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