Admin & Finance Officer

Administration Responsibilities:

• Contribute towards the development of project specific plans and processes, aligned with TLMN and DFID policies and processes to meet the needs of the project.
• Assume overall responsibility for timely administrative management support in designated project office related to day-to-day project office operations, procurement, property management, logistics, transport operations, insurance, and security.
• Orient project staffs on administrative procedures of the project, provide advice and ensure administrative support as required.
• Manage and maintain office facility, inventory of office supplies.
• Perform bank reconciliations, disbursements, clearance of receivables, overall cash management and monthly financial closures on a regular basis in accordance with project requirements.
• Prepare procurement plan for goods and services/ office supplies as required by the project and in liaison with TLMN procurement unit, make necessary arrangement to expedite the procurements as well as assist in the delivery of the consignment at appropriate level.
• Assist in organizing various meetings, workshops, consultations and other project events.
• Ensure that all the TLMN policies and procedures are strictly followed while making payment to the staff, vendors, and other third parties.

Financial Responsibilities:

• Responsible to oversee the financial management of the project office.
• Monitor budgets and carry out forecasting for new and ongoing activities according to established TLMN and DFID procedures and requirements.
• Provide support in preparation of projects’ annual, six monthly and monthly budget delivery plans in accordance with the planned activities and facilitate in delivery.
• Support in preparation of budgets for project specific trainings, workshops, meetings and other activities as per the project work plan and in line with the adopted norms
• Prepare cash advances for various projects’ activities at national, regional and district levels as well as to the partners collaborating under contractual arrangements and support the concerned unit of TLMN on approval, releasing and settlement of the advances.
• Prepare disbursement vouchers, receipt vouchers, other relevant forms and formats and ensure their adherence by the concerned parties.
• Report on key data for financial status and outcomes of project activities in accordance with corporate governance requirements, ensuring accuracy, deadlines, and accounting processes.
• Manage petty cash and other project expenditures and ensure that all financial transactions of the project conform to the prevailing rules and procedures of TLMN and DFID
• Record all projects’ cash advances released for various project activities and ensure proper maintenance of financial record keeping and filing system according to principles of accounting and update it on daily basis.
• Ensure timely payment relating to all project expenditures, purchases, prepayments, travel advance and program advances.
• Ensure that the expense are budgeted, supported, booked timely, allowable and value for money is considered.
• Review and check all the financial documents, bills, agreement and other supporting document before making administrative and program expenses statements, payments to the staff and other third parties.
• Carry out project budget revisions in line with the approved total project budget and actual expenditures within the stipulated time frame.
• Prepare project’s periodic financial reports for submission to Cluster Manager and Finance Manager
• As per the requirement, provide orientation to the stakeholders, collaborating partners and other concerned on the financial management system of the project.
• Responsible to deal all the accounts of project office and settle all matters of bank/s
• Make sure verification of all the accounts are recorded for auditory purpose.
• Follow the year end closing guidelines by coordinating with the procurement, admin and program team. Ensure that all the expense incurred in a particular fiscal year are booked within the same fiscal year, ensure that the monthly closings are done timely, ensure that expenses are booked within the agreement period and no expense is missed to book.
• Monthly tracking of advances and ensure that advances are settled timely.
• Ensure the compliance with the DFID’s rules, tax regulation and accounting principles.
• Any other job assigned by the line manager.