FINANCE AND ADMINISTRATION OFFICER

ABOUT FAIRTRADE AFRICA

Fairtrade Africa (FTA), a member of the wider Fairtrade International movement represents Fairtrade certified producers in Africa and the Middle East. We operate four regional networks: Eastern and Central Africa Network (ECAN) based in Nairobi, Kenya; West Africa Network (WAN) based in Accra, Ghana, Southern Africa Network (SAN) based in Blantyre, Malawi and the Middle East and North Africa Network (MENA).

Fairtrade Africa is owned by its members, who are African producer organizations certified against Fairtrade International Standards producing traditional export commodities such as coffee, cocoa, tea, flowers, cotton, bananas, cane sugar, wine, fresh fruits, herbs and spices and non-traditional commodities including shea butter and rooibos tea. Currently, the organization represents over 1 million producers across 28 countries in Africa. Fairtrade Africa secretariat is located in Nairobi, Kenya, and has 50% ownership of the Fairtrade system.

KEY DUTIES AND RESPONSIBILITIES

Finance Support

 Prepare and maintain cash controls, reconciliation of bank statements, process invoices and maintain purchase order systems in accordance with the FTA financial policies.

 Develop procedures and oversee controls in issuing procurement contracts and processing all payments and cheques.

 Ensure local tax laws and regulations are adhered to, by withholding, remitting and paying all taxes due and in due time

 Ensure transactions are recorded and entered into the computerized accounting system in an accurate, timely and transparent manner

 Prepare monthly, quarterly and yearly financial statements

 Prepare for and assist with the regional annual audits

 Maintain the office petty cash and staff imprest systems

 Assist with the preparation and consolidation of the regional budgets

Administration and Logistics Support

 Maintain an up-to-date office asset register and coordinate office equipment maintenance and repairs to ensure equipment are in good working conditions

 Ensuring timely payment of utility bills (water, electricity, internet,)

 Arrange all travels (national, regional and international), transfers and accommodation bookings for the Head of Region and members of the Board, staff and assist during their stay.

 In liaison with the programming, the team organize and arrange producer visits for the Head of Region and other visitors.

 Support the region with procurement of goods and services (Air Ticket, Hotels, Visibility materials etc)

 Ensure availability of meeting rooms, external venues, equipment, materials and catering arrangements for regional board and partner meetings as required

Human Resources Support

 Support the HR & Administration Manager in field recruitment exercises by organizing interviews, interview folders, and sending out regret letters

 Liaise with the HR and Administration Manager and the Head of Region to ensure timely renewal processes for contracts.

 Coordinate the on-boarding of incoming local staff and prepare their induction programmes

 Monitor, track and update the leave database in coordination with line managers.

 Update and ensure staff medical, all other insurance records are up to date.

 Create and maintain employee files, ensure that all records are up-to-date

SKILLS AND EXPERIENCE REQUIRED

 A degree in Business Administration

 Certified accountancy qualification Experience and Knowledge

 At least 3 years of experience in a similar position developing and monitoring budgets

 Knowledge of the local taxation laws and general accounting convention

 Knowledge of accounting software Skills

 Excellent numeracy skills and attention to detail

 MS Office applications especially Word, Excel, Outlook and PowerPoint

 Excellent oral and written communication

 Strong financial management and accounting skills

 Data entry and records maintenance skills

 Book keeping and accounting skills

 Excellent analytical skills

 Excellent written and oral communication skills

 Good MS Office skills particularly MS Excel

 Excellent organisational skills

 Ability to work with different accounting packages

 Good customer services skills