Administration and Finances Service

ADMINISTRATION AND FINANCIAL SERVICES

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Directorate General, the administration and financial services is responsible for the performance of administration support, accounting, finance and human resource management duties. This service manages and supervises day to day financial, human resources, accounting, procurement, monitoring and evaluation and logistics operations.

The primary functions of this department are to provide administrative support, forecasts and manage balance sheet, manage budget, financial reporting and risks, develop standards for financial performance. The administrative responsibilities include staff, file, correspondence, supply management, monitoring and evaluating, procuring, developing and maintaining administrative systems and performing/supervising clerical work including word processing, meetings minutes taking, scanning , photocopying.In particular, the services will perform the following duties:

Reception

  • Welcome stakeholders and guests to the centre;
  • Take messages and help direct inquiries;
  • Ensure maintenance of a clean and welcoming reception desk,
  • Keep equipment, money or books safe when unattended;
  • Support or assist all facets of the centre’s activities;

Administration

  • Develop and maintain file system ;
  • Support development of financial aspects of projects formulation;
  • Schedule funds management, deadlines and report initiation;
  • Supervise word processing, human resource management, minute taking, photocopying, scanning…
  • Lead office supply management and inventory controls

Financial support

  • Prepare account and financial statements audits and controls;
  • Audit accounts and make payments timely;
  • Check other staff work to ensure corrections, errors and causes of any miscalculation noting;
  • Use computer systems to run databases, pay bills and order supplies;
  • Monitor all accounts;
  • Prepare and issue documents related to accounts such as bills, invoices, inventory reports, account statements and other financial statements;
  • Code, total, enter, verify and reconcile transactions such as accounts payable and receivable, payroll, purchase orders, cheques, invoices, cheque requisitions and bank statements;
  • compile budget data and documents based on estimated revenue, expenses and previous budget;
  • support budget management;
  • prepare cost statements;
  • prepare cost of materials, overhead and other expenses based on estimates, quotations and price lists;
  • prepare audits, reviews and evaluation of projects
  • Ensure compliance with all procedures, regulations, practices, laws, reporting requirements;
  • Carry out other relevant duties as required.

DELIVERABLES

  • Work plan and budget
  • Revenues, expenses and payments documents
  • Justification of expenses documents and statements;
  • Accounts and Financial statements
  • Financial reports
  • Payroll and staff payment slips
  • Cash flow forecasts
  • Staff training and performance assessment reports

HUMAN RESOURCE OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Administration and financial services, the human resource office is responsible for managing every aspect of employment process, including recruitment, orientation, training and payroll management.. In particular, the office will perform the following duties:

  • Supporting preparation of job descriptions, advertising vacant positions, and managing the employment process including contracts;
  • Orientating new employees and training existing employees;
  • Monitoring employee performance;
  • Ensuring that all employees are organized and satisfied in their work environment;
  • Overseeing the health and safety of all employees;
  • Implementing systematic staff development procedures;
  • Providing counseling on policies and procedures;
  • Ensuring implementation of payroll and benefits administration;
  • Communicating with staff about issues affecting their performance;
  • Ensuring accurate and proper record-keeping of employee information in electronic and digital formats;
  • Carry out other relevant duties as required.

DELIVERABLES

  • Payroll and staff salary slips
  • Administrative documents for staff management
  • Job descriptions and vacancy notices
  • Analyses or of offer following vacancies, selected staff notifications and contracts
  • Correspondences to partners and institutions for human resources mobilization
  • Activity reports

ACCOUNTING AND FINANCE OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Administration and financial services, the accounting and finance office is responsible for managing every aspect of employment process, including recruitment, orientation, training and payroll management.. In particular, the office will perform the following duties:

Accounting

  • Collect, code and record justifications documents in journals;
  • Scan, class and archive account justification documents;
  • Make payments;
  • Support preparation of financial statements;
  • Prepare purchase order
  • Control petty cash, income and expenses;
  • -support budget preparation, execution and reporting;
  • Record transactions in journals;
  • Support justification of funds received;
  • Fill tax withholding and exemption forms;

Finance

  • Prepare payment vouchers
  • Prepare transfer order or requests;
  • Control petty cash
  • Code and record account justification documents and verify recording;
  • Participation to regular inventories;
  • Estimate value of supplies, consumables and assets and update relevant registers;
  • Record transactions and verify records;
  • Prepare justification documents for request of new installments in operating accounts;
  • Prepare documentation for audit, control , review, evaluation and supervision missions;
  • Prepare request for new disbursements;
  • Control of bank reconciliation;
  • Prepare accounts closure at the end of fiscal year
  • Assist in budget preparation and management activities.
  • Conduct periodic financial analysis to identify and resolve issues, gaps or variances.
  • Manage cash controls as well as maintain book keeping up-to-date.
  • Prepare and maintain journals, the general and subsidiary ledgers and account balance;
  • Track investments and maintain relevant cash reserves.
  • Ensure all expenses are within assigned budget;
  • Prepare financial statements, invoices, proposals, etc as required;
  • Ensure account receivables and payables activities are performed accurately and timely;
  • Ensure that financial transactions are properly updated and recorded;
  • Prepare balance sheets, income statements, expense reports, etc.
  • Ensure data integrity in all financial reporting;
  • Update financial records with recent transactions and changes;
  • Perform finance analysis, reporting and management tasks;
  • Identify and resolve invoicing issues, accounting discrepancies and other financial related issues;
  • Review financial paperwork and procedures and make appropriate changes;
  • Carry out other relevant duties as required.

DELIVERABLES

  • Journals , ledgers, accounts balance
  • Financial statements and reports
  • Accounts reconciliations
  • Bank and petty cash accounts reconciliation statements
  • Archive ( digital and physical) of justification documents for all operations or transactions;
  • Invoices and purchase orders
  • Tax exemption and withholding forms
  • Activity reports
  • Request for disbursements

MONITORING AND EVALUATION OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Administration and financial services, the monitoring and evaluation office is responsible for the development and management of the Performance Monitoring plan The main functions include monitoring, evaluation, and reporting activities. In particular, the office will perform the following duties:

  • help establish appropriate indicators (drawing on benchmarks and other available tools);
  • establish and coordinate monitoring systems including data collection, analysis, reporting and review;
  • Work closely with relevant staff to prepare specific data collection methods and tools;
  • coordinate monitoring activities and inputs required of other team members;
  • Anticipate, plan and support reporting requirements;
  • ensure information gathered through monitoring activities is shared quickly and in an appropriate format with senior managers so that any problems arising can be addressed;
  • organize evaluation activities in line with  ACMAD or projects policies and practices
  • Carry out other relevant duties as required.

DELIVERABLES

  • Logical frameworks updates
  • Monitoring and evaluation plan
  • Data collection templates
  • Database, software and analysis reports
  • Recommendations and advices
  • Activity Reports

PROCUREMENT OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Administration and financial services, the procurement office is responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality. The Procurement Officer you should have an analytical mind and keep up with product, supplies, goods, works and service trends. Ultimately, a top Procurement Officer should be able to negotiate well and ensure that all purchases comply with standards.

‘The main functions include identifying procurement needs, planning procurements, preparing and advertising tender documents, collecting and supporting collection and analysis of offers, maintaining positive supplier relations, evaluating supply options, approving purchases, and maintaining accurate records.. In particular, the office will perform the following duties:

  • Preparing plans for the procurement of works, equipment, services, and supplies;
  • Following and enforcing the ACMAD and donor procurement policies and procedures;
  • Reviewing, comparing, analyzing, and approving products and services to be purchased;
  • Managing inventories and maintaining accurate purchase and pricing records;
  • Maintaining and updating supplier information such as qualifications, delivery times, past performance, product ranges, etc;
  • Maintaining good supplier relations and negotiating contracts;
  • Researching and evaluating prospective suppliers;
  • Preparing budgets, cost analyses, and reports;
  • Sourcing goods and services, preparing tender documents;
  • Evaluating  tenders and proposals (goods, works, services and supplies);
  • Assist in the developments and drawing of terms of references (TORs) for Contracts;
  • Draw, monitor and review Procurement plans and work plans
  • Advise the ACMAD Tender Committee on issues related to procurement procedures for goods, works and services;
  • Assist in examining bid evaluation reports as well as technical and financial proposals and make recommendations;
  • Design the most appropriate modalities for the procurement of goods and services in accordance with the Procurement rules and procedures
  • Carry out other relevant duties as required.

DELIVERABLES

  • Procurement plans and updates
  • Procurement committee reports
  • Call for Bid or tender
  • Supply contracts, notifications,
  • Goods, works, supply or service reception proof
  • Work plans and Activity reports

LOGISTIC OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Administration and financial services, the logistics office is responsible for ensuring that transporting, warehousing and procurement, are working together to fill orders and deliver materials on a timely basis. This office keeps track and records, packages to secure materials which are transported or received. Ti ensures smooth implementation and adherence to standards logistics and procurement procedures.

The main functions include Organizing transportation activities, including storage of goods, managing information accrued from point of origin to delivery, orchestrating transportation movements, and arranging for services as necessary, coordinating and tracking movement of goods through logistic pathways… In particular, the office will perform the following duties:

  • Develop and execute tools and methodologies to enable effective implementation of logistic plans.
  • Design and develop standard operating methods to manage logistics operations efficiently.
  • Maintain inventories of assets, goods and supplies;
  • Maintain vehicles and power supply system maintenance book;
  • Maintain and fill service request and proforma forms;
  • Collect proforma and offers from suppliers;
  • Assist preparation and signature of procurement committee evaluation reports, notifications, service order, monitoring of acquisitions;
  • Maintain assets registry and purchase order;
  • Support procurement management;
  • Monitor assets, supplies, consumables, suppliers, customers
  • Support logistics for organizing events ;

Fleet Management

  • Organize the daily and weekly movement planning;
  • Supervise the drivers, and report any problem to administration
  • Ensure follow-up of the fleet (repairs, maintenance, use) ;
  • Manage the administrative issues for fleet (rental contracts, insurance, and other documents).
  • Make sure that all safety / security rules implemented and followed (First Aid Kit, vehicles in good condition)
  • Manage the Transportation of goods in and out.
  • Responsible for the equipments in liaison with the computing and telecommunication department
  • Support installation, maintenance, repairs of the equipment (including computers, printers and photocopy machine as needed) in liaison with Computing and Telecommunication Department;.
  • Manage the archiving of Equipment documents.
  • Keep record of running cost & maintenance of printers / photocopiers and other ICT equipment

Management of Premises & Procurement

  • Make sure that all utilities are functional and available (Electricity, Water, phone, internet etc.);
  • Make sure all premises equipped with first aid kit and fire extinguisher;
  • Make sure all premises are secure and protected from all threats (theft, electric surge, fire etc.);
  • Undertake the renovation and maintenance of structures needed (programmes, offices, Guest houses, warehouse);
  • Follow up the Power Generators with Computing and telecommunication Department ;
  • Control and justify generator  and ACMAD buildings utilities monthly  cost, through regular checks of  Generators and building consumption follow up tool
  • Participating in Establish and maintain efficient Warehouse Management facilities. This includes training of staff in proper procedures and setting up of warehouse, i.e. Stocktaking, stocking techniques, shelving, pest control etc.
  • Asset management, including control of asset requisition, movement, and upkeep of an assets list etc;
  • Ensure that all procurement is done according to policies and guidelines and that the paper-trail is always intact;
  • Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works, collect the quotations;
  • Communication with relevant departments and services on procurement status on daily and weekly bases;
  • Supervising drivers, guards.;
  • Make a monthly report on vehicle cost, use and maintenance ;
  • Support to make a monthly report on equipment inventory and IT situation;
  • Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works.
  • Prepare monthly/quarterly reports by: updating inventory lists, stock report, and procurement tracking sheet and update the project on procurement status report
  • Follow and implement all the logistics activities
  • Any other duties assigned by Administration..

DELIVERABLES

  • Assets and supplies registers and updates
  • Supplier data base including their performance assessments;
  • Supplies/Assets and their monitoring tables
  • Request for service, contract for suppliers, notification, delivery notes and supplies reception statements
  • Work plans and Activity reports

AUDIT AND CONTROL OFFICE

RESPONSABILITIES AND DUTIES

Under the direct supervision of the Director General, the control and audit office is responsible for increasing the operational efficiency of ACMAD, detecting and eliminating errors and ensuring compliance with relevant policies, regulations and procedures.

‘The main functions include monitoring and measuring ACMAD resources, policies and procedures. In particular, the office will perform the following duties:

  • Train staff on error free practices and other policies and help implement these policies;
  • Perform regular internal checks and repair with particular emphasis on cash transactions, asset management , stock keeping, operations and personnel management records and donor procedures compliance;
  • Prepare coordinate checks based on risk assessment. The checks should be reviewed and reassessed in consultation with management;
  • Produce internal control reports in the agreed standard format for presentation to the Management with findings and issues identified during each control given appropriate recommendation and suggestions;
  • Check justifications of transactions documents and ensure regularity and legality;
  • Conduct regular checks on financial regulatory compliance  and implementation of supervision, review , evaluation missions and external audit recommendations and good practices;
  • Review financial statements and reports along with the supporting documents;
  • Verify that assets are registered and records have been maintained;
  • Check assets, supplies, stocks  and ensure they are properly recorded;
  • Review and ensure that the program grant fund has been received on timely manner and effectively utilized;
  • Support and assist the Administration and financial services to implement improvements and recommendations through on the job training and technical assistance;
  • Examine all procurement activities and verify whether the procurement Office as well as administration and financial services follow the  procurement regulations and guidelines wherever applicable;
  • Submit internal control reports to ACMAD at the end of each assignment.
  • Carry out other relevant duties as required.

DELIVERABLES

  • Control Reports to management
  • Table of staff trained
  • Control forms filled and signed
  • Work plans and Activity reports