Finance and Administration Officer at Trócaire

Background Information

Trócaire is an Ireland’s INGO’s, having over 40 years’ of experience in international Development. Trócaire works through partners and is a member of worldwide networks such as Caritas and CIDSE. Trócaire has an exciting and well-established programme in Malawi where it has worked since 1976. The Country Programme focuses on women’s empowerment, resilient livelihoods, citizen participation and humanitarian response. The work is delivered through about 15 partners in four districts and Trócaire enjoys a strong profile and positive relationships with other actors in Malawi.

 

The Finance and Administration Officer is a key role assisting in the delivering of the Finance, administration and programmes functions of the Trócaire Malawi office. This includes day to day office management, liaising with staff, suppliers and partner organizations as relevant, support to   human resources, overseeing local procurement and line managing a team of support staff. The position is part of the Finance and Administration team.

 

Scope of The Role

Finance Responsibilities

Data Entry

• ·Data capture and posting of financial transactions in Unit 4 soon after effecting payments: ensuring accurate and timely posting of transactions with particular attention to funding source and budget lines.
• Input and process Partner transfers on Trócaire’s online banking system following receipt of appropriate paperwork from the Programme Manager.
• Recording all general ledger journals on Unit 4.
• Preparing payments and ensuring that all bank transfers are timely made.

 

Budget Management and Reconciliation of Balance Sheet Accounts

• Assist in the preparation of donor budgets; ensure compliance with donor regulations and ensure that donor budgets are incorporated into the country budget & budget revisions.

• Manage organization payables and receivables for timely payments and accountability.
• In addition to the prepayments under balance sheet schedules, reconcile fuel and vehicle maintenance reports in collaboration with the driver(s).
• Undertake monthly reconciliation of all balance sheet accounts including bank, cash accounts, staff debtors, taxes & wages accounts, account receivable & payables and clearing all reconciling items.

 

Internal Systems and Processes

•  Assist and suggest improvement of work processes and increase efficiency within the programme function.
• Assist in the establishment and maintenance of a donor financial management system to ensure efficient & accurate reporting to donors.

 

External & Internal Audit

• Provide support to External and Internal audit processes.
• Ensure that all financial documentation is properly and securely filed and can be easily referenced as well as being auditable.
• Participate in the preparation of the audit schedules and supporting the internal and external audit process.
• Follow through and implement all arising administration related audit recommendations raised in audit reports.

 

Reception management

• Often as a first point of contact in Trócaire, be focal point for visitors and direct them to relevant staff or address queries as appropriate
• All reception duties to include management of the reception area of the office; processing and responding promptly to incoming communications (mail, e-mail, telephone, fax, face to face, etc.)
• Maintaining the incoming and outgoing mail register

 

General Administrative responsibilities:

• Dealing with correspondence, complaints and queries
• Supervising and monitoring the work of administrative staff
• Liaising with visitors, staff, suppliers and partner staff
• Implementing and maintaining procedures/office administrative systems
• Organising meetings – booking transport and accommodation
• Organising Trócaire events or conferences as appropriate

 

Local Procurement

• Initiation of all the purchase requisitions and bid analysis linked to this role in line with Trócaire financial policies.
• Preparing of payment requests as relevant.
• Maintaining and updating a database of the suppliers.
• Following up on invoices and receipts in liaison with the Finance and Administration Manager.
• Ensure office has adequate consumables and supplies.

 

Human Resources

• Managing support staff and performance review that includes the drivers, cleaner and guards.
• Organize guard schedules (including leave) under the supervision of the Finance and Administration Manager
• Assist with filing and maintenance of personnel files for the office

 

Logistics for visitors and travel

• Managing logistics for team field trips in Malawi and for external visitors, including from Trócaire and partner organizations, consultants, etc.
• Coordinating air travel arrangements of the country team including insurance, following Trócaire internal procedures
• Line management and coordination of drivers, vehicle and float controls in line with Trócaire transport policies and in close coordination with the FAM.

 

Inventory control

• Managing office stationery, first aid and promotional materials including purchasing and issuing out of such materials. Keeping stock lists and updating regularly.
• Managing all maintenance issues for office.
• Maintaining the inventory lists for the office and expatriate accommodations.
• Assists in ensuring that Trócaire has current and valid contracts, insurance and tax payments for any houses, vehicles, electricity, water, telephones, refuse collections etc.
• Ensure that all new organization new staff and assets are added on Insurance cover.
• Ensure that all payments are made on time and in full, through keeping a list of due dates of payment of all suppliers and update monthly for review by the Finance and Administration Manager and the Country Director.

 

Coordinating of relevant meetings and workshops

• Ensuring timely preparation of meeting rooms and refreshments ahead of meetings with staff, partners or external stakeholders as agreed with the chair of such meetings.
• Supporting the Trócaire Team with logistics and administration for meetings and workshops including bookings.
• Typing correspondence and reports and taking minutes as relevant and/or requested.

 

Other responsibilities

• Keeping a good filing systems relevant to this role.
• Any other related duties assigned by Country Director or Finance and Administration Manager.

 

Qualification Required.

• Part Qualified Accountant (ACCA, ICAM) or
• Bachelor’s degree in accountancy from a recognized Institution.

 

Experience

• Minimum of 3 years’ experience working in a busy accounting department preferably INGO or international development sector.

• Experience with Donor project accounting requirements including demonstration of a deep familiarity and application of internal controls.
• Experience in administration, HR and logistics management.
• Solid knowledge of office procedures

 

Skills

• Proficient in Unit 4 (Agresso World).

• Excellent organizational skills.
• Good interpersonal and communication skills.

• Strong analytical skill.

 

Safeguarding Programme Participants- Children & Adults.

Trócaire is committed to Safeguarding people within our programmes from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. All (both long and short term) in Trócaire are required to complete a Self-Declaration Form and sign up to the Code of Behaviour contained in Trócaire’s Safeguarding Children Policy. A police background check will be part of the recruitment procedure.

 

Diversity and inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

 

For the candidate with the required experience and passion for the role, Trócaire offers a competitive package of Salary and benefits.

 

Closing Date: 17th January 2025