Finance and Admin Assistant 3072 views

ABOUT VILLAGEREACH

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive. We develop solutions that improve equity and access to primary health care. This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than  78 million people in Africa. VillageReach in incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

Summary

Under the direction of the Operations Manager, the Finance and Administrative Assistant will support the coordination of the financial and administrative operations in Tanganyika province, DRC. In this role, s/he will have responsibility for the following areas:

Description

Essential Responsibilities include the following; other duties, responsibilities, and activities may change or be assigned at any time:

Perform daily duties such as:

• Maintain a system of financial documents and supporting files, including proper substantiation of payments made including proper approvals and coding, that ties to the General Ledger
• Manage office monthly cash advance, small payments, and reconciliations
• Ensure follow up of payments of all invoices.
• Support in verifying invoices and tracking payments of Transport Managers of Polio samples for certainty.
• Review Tanganyika office tfrs and Afrs to submit to country Finance assistant for approval.
• Monitor and report on tanganyika advances and reconciliation of expenditures using Concur expense platform.
• Ensure respect of finance procedures and Support Tanganyika office with financial guidance and tasks
• Prepare, collect, compile and declare sums paid to third parties.
• Support monthly duties, such as:
• Submission of monthly financial report due to Country office.
• Submission of monthly cash request due to Country office.
• Perform any adjusting entries created during Country office review process.

Office Administration:

• Recommending, implementing, and maintaining efficient office systems.
• Handling office communication, checking office e-mail and managing the reception in a professional manner.
• Receive and record letters.
• Act as point of contact with suppliers for receipt of all physical invoices and correspondence.
• Handle human resources files with the support of the HR Manager
• Maintain continuity between work teams by documenting and communicating actions, irregularities and ongoing needs.
• Keep up-to-date records of office expenses and related costs.
• Participate in the various program meetings and produce the report and archive it
• Recommending, implementing, and maintaining efficient office systems.
• Handling office communication, checking office e-mail and managing the reception in a professional manner.
• managing the cleaner
• Coordinate office needs.
• Any other duties as required.

Competencies:

The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.

• Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
• Collaboration & Effective Communication: Establishes and maintains effective relations with coworkers, partners & stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
• Commitment to Diversity & Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and culture; upholds equity in access to sharing of information, ideas, and opportunities throughout VillageReach
• Commitment to Excellence: Produces a high output of work, both in terms of quality and quantity; looks for ways to improve and promote quality; monitors work to ensure quality; has a personal commitment to the mission of VillageReach
• Solution Orientation & Innovation: Focuses on results and desired outcomes and how to best achieve them; gets the job done; sees opportunities for creative problem-solving while staying within the parameters of good practice; sees old problems in new ways and has novel approaches to solving those problems; contributes original and/or resourceful ideas to their area of responsibility; is able to consider and articulate risks and consequences of proposed innovations and factor these into decision-making

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education & Experience:

The ideal candidate will have the following professional qualifications and personal characteristics:

Required

• Bachelor degree in Business Administration or Accounting (or similar) required.
• Superb technology skills including intermediate level understanding of Microsoft-based programs, like Excel, Outlook, and PowerPoint.
• Financial and bookkeeping acumen.
• Experience with Concur a plus.
• Experience working with NGos is a plus.
• Relevant experience in administration and finance
• Familiarity with U.S. Generally Accepted Account Principles (GAAP) a plus.
• Ability to develop and carry out work plans and solve problems independently.
• Strong organizational skills and attention to detail.
• Ability to work independently and take initiative.
• Experience working in team settings, preferably in an international capacity.
• Ability to work under time constraints and meet deadlines.
• Superb written and verbal communication skills, fluency in English is a plus.

Environment and Physical Demands:

VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our Seattle office and our Country Offices and location of other global staff, US based staff are expected to be available for early morning meetings starting at 6am; and global HQ and Country office staff are expected to be available for late afternoon/evening meetings up to 6pm. Role is computer based and requires sitting and/or standing at a desk, using a mouse, keyboard, and laptop and viewing screens.

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most under-reached and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.

APPLICATION INFORMATION:

This is an immediate hire and therefore resumes will be reviewed on a rolling basis until filled. To apply, please submit your resume and a cover letter to our online portal: http://www.villagereach.org/join-us/.  In your cover letter, please address (1)Why you are interested in this position, (2)What is one reason you think you’d be a good fit for this position and, (3)what is one strength you would bring to this position?

Hiring Process:

The hiring process will include the following steps:

1. Review submitted applications
2. Conduct 20-30 minute screening interviews for shortlisted candidates
3. Conduct skills and value-based interviews for 3-5 candidates.
4. Request that top candidates submit a practical assessment (designed to take no more than two hours to complete). Sometimes the assignment will occur before the interview.
5. Conduct final interview if necessary
6. Request references
7. Make offer
8. Conduct background check

Only shortlisted candidates will be contacted, but candidates who proceed to step 2 will be notified if they are not chosen for step 3.

Safeguarding:

VillageReach is committed to promoting the welfare of children, young people, adults, and beneficiaries with whom it engages. We expect everyone working with us to share this commitment through our code of conduct.All offers of employment will be subject to satisfactory references and appropriate screening checks, which may include criminal records. VillageReach participates in the Misconduct Disclosure Scheme and, in line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

VillageReach has an established compensation structure that is based on the relevant market and internally transparent. We hire people into the established range based on one’s experience and education and considering internal equity. We do not inquire about salary history.