Project Finance and Administration Officer

Position Summary

The Project Finance & Administrative Officer (FAO), Mid Zambezi Valley Landscape will manage office and vehicle workshop stocks, preparing regular reports (e.g. expenses and office budgets) and reports on the project. S/he will handle the daily processing of invoices and staff portal expenses in compliance with AWF’s internal and donor policies and procedures. The position will also support treasury-related administrative and routine tasks requiring urgent action, constant consultations, and frequent follow-ups with field and program staff. Good experience and knowledge of logistics and stock/asset management is a pre-requisite.

The FAO will provide finance and administrative support to projects in the Mid Zambezi Valley, ensuring compliance with AWF’s internal controls as well as donor policies and procedures. This position will be based at Marongora Field Station in Makuti, Zimbabwe, and reporting to the Program Manager, Mid Zambezi Valley landscape.

Responsibilities

• Manage vehicle workshop stores (and spare parts) and procure project supplies and give timely administration support to field teams.
• Facilitate system procurement process and related inventory updates.
• Upload requisitions into the system and follow up on payments.
• Liaise with vendors and service providers on all procurements.
• Procure, deliver, distribute, and monitor key items such as building materials, equipment, patrol rations, and fuel.
• Input and submit any direct invoices with adequate documentation and timely follow up with the field team on any delayed approvals.
• Prepare, issue, and manage allowance system for Zimparks rangers.
• Manage petty cash float, initiate top-ups, organize petty cash hours, and process payments.
• Input petty cash expenses in the system as part of the monthly close.
• Maintain optimum petty cash balances and advise the supervisor of replenishment requirements.
• Process staff travel advance requests/reimbursement, disburse cash, review advance retirements, generate credit memos, and identify any issues.
• Review trip retirements and identify any issues.
• Process all transactions into the accounting system.
• Prepare regular reports on expenses and office budgets.
• Post vehicle mileage as part of the month-close process.
• Facilitate accounting system posting of reviewed invoices for payments.
• Perform periodic supplier statement reconciliations and attend to ad-hoc vendor queries.
• Ensure complete posting of all expenses for the monthly close of books.
• Scan all financial documents and trip expense backups.
• File and archive all financial documents per established systems.
• Vehicle mileage charge sheets management.
• Perform internal and external customer circularization every month.
• Ensure organization policies are strictly adhered to and identify any issues to the supervisor.
• Prepare relevant reports with statistical data as assigned.
• Perform other relevant duties as assigned by the Technical Advisor.

Requirements And Skills

• Bachelor’s Degree in Finance, Accounting, Administration, Logistics, or equivalent.
• At least three years of proven work experience as a Finance and Administration Officer.
• Strong level of competence in Microsoft Excel and MS Office.
• Strong organizational skills and a problem-solving attitude.
• Ability to work as part of a team in a multicultural environment.
• Knowledge of any accounting system is an added advantage.
• Ability to pay attention to detail and follow instructions.
• Self-organized and having own initiatives.
• Easy to train and willing to learn.
• Ability to manage sensitive and confidential matters at the highest level of professionalism.
• Excellent written and verbal communication skills.
• Attention to detail.
• Commitment to respect, protect and, promote Human Rights at all times irrespective of ethnic group, gender, race, sexual orientation, age, or class by adopting a rights-based approach.
• Commitment to AWF’s vision and mission.

TO APPLY

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