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Junior Accounts - Admin Officer

Deutsche Gesellschaft fiir Internationale Zusammenarbeit (GIZ)

The Junior Accounts/Admin Officer provides support in:

Efficiently dealing with all questions arising in this area
Identifying relevant problems and issues and assisting in formulating implementation-oriented solutions
Developing instruments and assisting in introducing innovation and change
Performing tasks in compliance with GIZís Orientation and Rules (O+R)
Correctly providing services within the team in accordance with GIZís requirements
Seeing that the service in the department is provided correctly and in accordance with GIZ financial management and accounting procedures

Managing the Daily Cash Fund

Is responsible for cash based on the vouchers collected daily
Reconciles the cash book and cash account daily
Reports any surplus or shortfall in cash
Reports without delay if the cash holding reaches a minimum level
Is responsible for bank reconciliations and bank account daily
Manages the winpaccs electronic cashbook by ensuring daily recording of petty cash transactions in accordance with GIZ guidelines for cash management
Submits petty cash vouchers and summary sheets twice a month to the bookkeeper at the GIZ office
Assists in procurement in accordance of GIZ guidelines
Assists in preparing contracts for consultancy and local subsidy

Internal Control

Prepares files for internal control
Is involved in drawing up the annual internal controlling schedule and reports
Works on returns of Local subsidy and Financing Agreement contracts
Ensures receivables are monitored

General services

Maintains an inventory for the office
Bills/processes overtime applications from office and project/programme staff
Processes settlement of applications for the reimbursement of travel expenses
Draws up and updates the fee schedule for (national) individual appraisers
Prepares contracts
Calculates and ensures payments of travel advances and claims

Financial Services

Assists with creditor and debtor administration, including local subsidies and agreements with national appraisers
Prepares transfers and/or other bank documents and checks these before execution
Makes monthly payments and foreign currency transactions and optimises these
Responsible for administrative aspects of financial management, e.g. bank withdrawals, direct debit orders
Checks unexpected entries in the cash book
Prepare monthly and annual budgets and monitors deviations
Prepare quarterly/annually analyses of expenditure compared to total project budget (budget monitoring)
Prepare vouchers and receipts of project bank- and cashbook for completeness and allocation to cost units and categories, and corrects these where necessary and submit to F & A Manager for onward submission to GIZ Office accounting unit
Monitor the monthly project accounting after receipt from GIZ Office accounting unit
Submit all funds request for approval before disbursement
Ensure travel expense statements of staff are approved before payment
Assist and ensure direct support to the national and regional coordinators on all matters of finance specifically budget preparation, control and reporting with a view to ensuring good financial standards are met

Other Duties/Additional Tasks

Reports without delay to the finance and administration manager on all problems in financial administration and compliance with rules
Responsible for filing financial administration documents and treating information confidentially
Photocopies and scans documents as needed
Ensures that all operational reporting requirements are fully met for the office; in collaboration with the Finance/Administration Manager
Coordinates with the GIZ office on the mode of service delivery
Documents are filed in reference files or in DMS in line with GIZís filing rules
Manages confidential files, specifically in the areas of personnel and finance
Prepare contracts for consultancy, local subsidy and financing agreement
Monitors status of contract implementation and submission of reports for subsequent payments
Performs other duties and tasks at the request of F & A management

Educational Requirements & Qualifications

A minimum of a First Degree level, preferably with some experience in Accounting or related fields from an accredited institution or equivalent professional qualification
Initial experience in this area and / or with GIZ

Other Knowledge, Additional Competences

Basic knowledge of accounting software
Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Very good knowledge English; French and/ or German knowledge is of advantage
Willingness to updated skills as required by the tasks to be performedĖ corresponding measures are agreed with management

Contact address

How to apply

Apply by email to the email address provided on this page

Job Information

    • Full Time
    • Bachelors Degree
    • 1 - 3 Years
    • Accountancy
    • Greater Accra
    • Accra
    • hr-ghana@giz.de
    • 10-Jan-2018
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