Accounting and Administrative Specialist

Company: World Council of Credit Unions (WOCCU)

Job Type:
Full-time

Sector:
Accounting/Finance & Auditing services

Location: Petion-Ville, Haiti

Start Date: August 22, 2015

Posted On: Jul 22, 2015

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Accounting and Administrative Specialist at World Council of Credit Unions (WOCCU)

Job Description:

Position description: Responsible for administrative, financial, contractual and reporting activities for USAID-funded program implemented by World Council of Credit Unions (WOCCU).

Duties and Responsibilities

•Accounting:

oMaintain balanced and up-to-date all project accounts and financial reports using QuickBooks software

oProcess all accounts payable and accounts receivable for the project/office

oPrepare office’s payroll and travel expense reimbursements/advances

oProduce, revise and reconcile the revenue and expense statements

oMonitor, report on and reconcile bank balance and account information

oMaintain control of the petty cash fund and ensure proper accounting for these expenses

oProcess, monitor and properly account for cash advances and expense liquidations of staff regularly

oPrepare and submit financial reports to WOCCU Headquarters

oCarry out bank transfers and wires between accounts

oFile, secure and maintain all accounting documents and accounting-related correspondence

oMeet all the requirements of internal and external auditors, as well as internal control requirements, processes and procedures

oDraft, reconcile and submit reports to tax authorities as required under tax laws and regulations

oConsult with project partners on accounting and financial management issues

•Administrative:

oMaintain confidentiality of all documents and information encountered in the course of one’s duties

oAssist the Chief of Party in developing project reports and submitting them to all interested parties

oProcess all incoming mail, distributing it to other project participants

oSend office mail and shipments

oMaintain up to date files of correspondence

oWorking in collaboration with the Chief of Party, draft contracts

oEnsure the orderly filing of all administrative documents such as photocopied incoming/outgoing correspondence, partner cooperatives’ monthly reports, minutes of staff meetings, and other documents as requested by the Chief of Party

oAssist the project’s technical staff, consultants and visiting WOCCU personnel by meeting their administrative, scheduling and logistical needs for training sessions or other events—both domestic and international

oReserve meeting space, hotel rooms, plane tickets, rental cars, etc.

oProcess necessary visa applications and/or travel permits

oConduct other travel-related administrative duties as needed

oMaintain all office equipment in working order and an adequate stock of office supplies needed for the smooth operation of the office

oMaintain an inventory list of all office assets and periodically ensure all are accounted for and in good working order

oEnsure the proper insurance of office assets

oOrganize meetings and keep minutes

oObtain, process and maintain financial and statistical data from project partners; maintain databases and produce reports as requested by the Chief of Party

•Perform other duties and tasks as delegated by the Chief of Party

Job Qualifications:

•Bachelor’s degree in accounting, business administration, finance or related field (or equivalent experience)

•At least 4 years professional accounting and administrative experience; accounting experience with an international non-profit or multinational company preferred; accounting experience with USAID-funded projects preferred.

•Skills:
oAbility to speak, read and write the following languages:

oNative or near native fluency in Haitian Creole and French

oIntermediate oral and written skills in English

oProficiency with Microsoft Office software

oExperience with data management and accounting software; knowledge of QuickBooks is preferred

oExperience with payroll and tax liability

oAbility to interpret rules and regulations of a government organization

•Personal characteristics

oExcellent communication skills

oPositive attitude

oAbility to work in a collaborative, teamwork environment

oAbility and willingness to travel as needed to meet project’s goals

oAbility to work independently and meet strict deadlines

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