Assistant II, Administration and Finance

Required Experience and Education

Education:

• Bachelor’s degree in commerce (Finance or Accounting option), Business Administration, or related field from a recognized university or equivalent combination of experience and education.
• Certified Public Accountant (CPA) Part II is preferred.

Experience:

• Minimum of 3 years of progressive professional experience in finance and administration, preferably within the NGO sector and with donor-funded projects.
• Proven experience in financial management, reporting, and compliance for international donors (experience with USAID, Hilton Foundation, or other institutional donors is a strong advantage).
• Experience supporting internal and external audit processes, including documentation retrieval and reconciliation.
• Experience in bank and cash reconciliation, petty cash management, and advance tracking.

Primary Responsibilities

• Financial Management and Accounting
• Daily Financial Operations: Process all project-related financial transactions, including preparation of cash and bank payment vouchers, ensuring completeness of documentation and adherence to authorized budget lines.
• Accounting Records: Maintain accurate and up-to-date financial records in the accounting system (QuickBooks/ERP), ensuring data integrity and proper coding of all transactions to the specific grant cost centers.
• Cash Management: Conduct daily and monthly cash counts, perform petty cash reconciliations, and prepare timely bank reconciliations for all project bank accounts.
• Advance Management: Maintain the uncleared cash advance file, track staff and partner advances, and prepare monthly overdue advance reports to ensure timely accountability and liquidation.
• Budget Monitoring and Donor Compliance
• Budget Tracking: Monitor project expenditure against approved budgets, prepare regular variance analysis reports, and alert the Project Coordinator and Senior Finance Analyst to any potential overspends or underspends.
• Donor Compliance: Ensure all financial transactions and documentation strictly adhere to the terms and conditions of the Hilton Foundation grant agreement, as well as ChildFund's internal policies and procedures.
• Support for Costing Exercise: Collaborate with the Project Coordinator and program team to prepare and provide all required financial data to the Brookings Institute for the costing and cost-effectiveness study using the Childhood Cost Calculator, including extracting and organizing historical and current expenditure data by program component.
• Partner Financial Monitoring: Support the review of financial reports and liquidation documents from local implementing partners (CBOs) involved in capacity strengthening activities and ensuring sub-grant compliance.
• Administrative and Operational Support
• Activity Coordination Support: Provide logistical and administrative support for the planning and execution of all project activities including booking of workshop and meeting venues, participant travel and per diem processing, procurement of workshop materials, vendor payments, and participant reimbursements.
• Procurement Support: Assist in procurement processes for goods and services required for project implementation, ensuring compliance with ChildFund's procurement policy and donor value-for-money principles.
• Asset Management: Maintain an up-to-date inventory of all project assets and equipment, ensuring proper tagging, safeguarding, and tracking.