Administrative Officer (Finance and Knowledge Management) ICT Project Ghana

 Project ICT Skills in Business Ghana Reports to International Long Term Expert (iLZE) AFOS Head Office

 Starting date: 1st November 2024 

The AFOS Foundation is a business-oriented value-based foundation for international development cooperation. We advocate for independent and responsible entrepreneurship. Since 2003, we have been working with committed companies, associations and the public sector to develop potential through the creation of education, training and business opportunities. 

The female young professionals ICT for Business development project, funded by the German Federal Ministry of Economic Cooperation and Development, BMZ, via sequa gGmbH through the Special Initiative “Decent Work for a Just Transition”, supports Ghanaian partners in developing measures to bring young female professionals into ICT-related jobs in Ghana with the overall objective to contribute to a gender-inclusive economic development and digital transformation in Ghana. 

To ensure successful project implementation, we are looking for an Administrative Officer (Knowledge Management and Finance) ICT Project Ghana Overall Function The administrative officer for the ICT Project Ghana assures the smooth-running of all finance and administrative related functions of the project. He/she will report to the International Long-Term Expert (Project Lead, Ghana) and AFOS head office finance officer (Germany). Furthermore, he/she will also assist in project-related organisational work if required. 

Tasks and Responsibilities 

Under the direct supervision of and in consultation with the International Long-Term Expert (Project Lead) of the ICT Project Ghana and the Finance Officer from the AFOS head office in Germany, the Administrative Officer will carry out the following duties: 

▪ Coordinating the administration of the AFOS Office Accra in compliance with AFOS and sequa guidelines and regulations o Maintaining project and office records, files, and databases, maintaining all documentation o 

Managing filing of all local accounting documents and other critical admin/human resources documents (such as correspondence, contracts, leave requests, etc.) ensuring the files are complete and accessible for AFOS project lead and AFOS head office in a shared folder and in the AFOS M&E system o Managing and documenting procurement and inventory o Setting up and maintaining an efficient beneficiary data management database including a KPI monitoring tool 

▪ Managing finances of the ICT Ghana project: o accounting entries o preparing and monitoring budgets o managing bank accounts and cash payments o verifying all payment requests/invoices prior to settlement /payment for expenses o ensuring compliance with local tax regulations and AFOS and sequa financial policies 

▪ Coordinating financial planning and reporting of the ICT Ghana project: o requests for funds from AFOS head office o prepare monthly and annual financial reports and statements and supporting documents in accordance with requirements of funding institutions and ensure their timely submission to AFOS Foundation, Germany office o Ensure the preparation, certification and submission of required Financial Reports to local government and other government agencies

▪ Managing staff administration: o preparation of payroll accounting o employee record management o recording of working hours and holiday times o preparing local short term export assignments 

▪ Provide overall administrative support in day-to-day implementation for all aspects of administrative, finance, budget and human resources tasks related to the project´s activities, either directly or, where appropriate, in coordination with supporting staff assigned 

Requirements 

▪ At master’s degree in Accounting, Finance, Business Administration, or a related field and 1-2 years relevant work experience; previous experience of working for a development cooperation organisation is a plus. 

▪ Proficiency in MS Office (Excel, Word, PowerPoint), skills in data management and analytics is a strong plus 

▪ Strong understanding of financial regulations and accounting principles in both Germany and Ghana 

▪ Good knowledge and skills in the field of accounting, financial planning, procurement and related areas 

▪ Study or work experience in Germany or with a German institution and knowledge of German public funding legislation are an advantage 

▪ Good managerial skills and strong at planning, organising and following up on all tasks 

▪ Excellent communication skills and the ability to work in a culturally diverse environment 

▪ Fluent in English (written, oral), German is an asset 

▪ Demonstrated ability as team player 

▪ Self-reliant, cost-conscious, reliable and outcome focused 

▪ Entitled to live and work in Ghana 

Interested and suitable applicants are to forward their applications with curriculum vitae and a one page cover letter  under the subject line “application administrative officer”. All applicants will be notified latest one week after the closing date. Please refrain from asking about your application status. Closing date 31-10-2024