Job Description:<\/u><\/p>\n
Financial Documents Processing<\/u><\/p>\n
<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 To check all financial documents for Project Manager approval, to ensure correct procedures are followed before submitting for signatures, as well as making sure that codes are used appropriately.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 Process payments by submitting necessary documentation to finance and track the progress of payments.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 Follow up the compliance of advance requests and justifications and per diem requests in compliance with WV policies.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 To keep a database of contracts being received and processed by the project, and to track the progress of these.<\/p>\n
Correspondence<\/u><\/p>\n
<\/p>\n
To draft project correspondence, i.e. letters to government or to partners, as requested.<\/p>\n
Travel<\/u><\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 To co-ordinate all travel (including visas if required) for project, NO staff, visiting donors and SO staff in accordance with WVI policy and donor regulations, including preparing travel requests and payment requests.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 Ensure timely procurement of all entry visas for staff when travelling and ensure that visitors are fully briefed on visa requirements.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0 Ensure that booking, accommodation, confirmation, tickets purchases\u00a0 and visitor pick-ups are correctly handled.<\/p>\n
Workshops, Trainings, Meetings<\/u><\/p>\n
To lead in making logistical arrangements for all workshops, trainings and meetings to ensure excellent organization and logistics, professional quality and the highest standards of stewardship and budgetary management.<\/p>\n
Procurement<\/u><\/p>\n
<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Participate in annual planning processes and identify procurement requirements that can be completed at provincial level and those that need to go to the National level. Submit these to Provincial and National Supply Chain in order for them to create an overall plan.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Prepare purchase requisitions based on requests from programme staff; submit to Province those that cannot be processed locally.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Complete Purchase Orders for local purchases, and ensure necessary approvals are obtained; verify all necessary codings are in place before proceeding.<\/p>\n
Stock Control<\/u><\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Receive goods, verify quality of goods, and ensure goods receipt documentation<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Organise the distribution of supplies to the target districts, organising drivers to provide transportation; ensure all necessary paperwork for the handover of supplies to the receiving districts is in order.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 For items that are used regularly in the Office, such as stationery, maintain a stable supply and reorder supplies in a timely manner.<\/p>\n
Fleet and Office Support<\/u><\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Manage the project fuel quota usage, tracking and accident reporting systems; produce monthly reports regarding the status of these.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Monitor the condition of project vehicles and ensure that necessary maintenance is carried out to keep the vehicles in good working order; liaise with Provincial Support Services to ensure vehicle maintenance is carried out.<\/p>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Oversee district level asset management including asset registration, updating inventory, physical verification and disposal procedures.<\/p>\n
Human Resources Support<\/u><\/p>\n
Prepare necessary documentation for hiring new people, renew and terminate contracts, control staff\u2019s leave at the beginning and end of each contract.<\/p>\n
<\/p>\n
Applicant Types Accepted:<\/u><\/p>\n
Local Applicants Only<\/p>\n